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Building The

Most Secure Database.

Building The Most Secure
Database Is The Normal
Results of Simply Entering
Data into Entry Fields.

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Printing a Receipt:
Reports Management; Example
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     the database's opening window.

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Statement 
     explaining that division records cannot be copied or removed.


The Records Management link, (My Motel Database), has approximately 15 Active Records.  So, that database was chosen to show some of the [Div] Option capabilities.

The simplest way to expand the capabilities of a Master Entry Field is to choose the [Div] Option and open the Division Records form.  That form is the same one that you can see a few frames below with the row name of Auto.  A saved form or a blank, default, form will open when the [Div] Option is chosen.

However, if you want additional options for the Division Records form, then you would first choose the [Modify DB] option found in the Master Data Entry Form, (below).  Once in the Modify DB form, you can change the Data Type of a Master Entry Field.  You can refer to the Information Management link where you will find the [Change Data Type] option.



This Master Data Entry Record, (right), from the MY MOTEL database, was chosen to use as an example.  However, you can substitute any database that you created.

This form has a few differences from a newly opened default form.  First there are six rows instead of two, and there are changes in the Data Types.  Aside from the fact that the form is populated with data you can also see that the [Div] button on row 4 has changed from green to pink.  The pink color and the re-naming from [Div] to [Data] means that row 4 in the Division Records form contains saved data.

The Copy Paste utility let you copy notes from some note boxes and paste to others.  Clicking on your right mouse button, while in the note field, opens the Cut, Paste window.
Master data 
     entry screen showing all option buttons including the Reports button. This opened window image also shows a completed record that is 
     used as an example for printing purposes. Also, one section of the window also shows a cut, copy, past option opened.


The first window you see directly below is the default Add To Transaction Entry Form.  This form is opened automatically by the pink [Data] button on row 4 located in the Master Data Entry Form, (above).  Every [Div]/[Data] button that belongs to a row with the Data Type of Compute, will open this window.

Your options for making changes in this form are exactly what you see.  You can enter data into the yellow fields and choose any of the options to produce results.

If you are satisfied with what you see after choosing [Compute], then choose the [Save] option. Choosing the [Save] option will automatically install the information into the Division Records form.

You can see the Division Records form in the frame that follows the Add to Transaction Entry Form, below.


The user can also open this window from other locations in inqVista. But look at the upper left corner of this form and you can see a Record ID.  I know that this form belongs to that record and the information is saved to that record.

The default window, (right), shows the Add To Transaction Entry Form that is opened automatically.  This form opened automatically because the Data Type of row 4, in the Master Data Entry Form, (above), is Compute.  Previously, the user modified this database and changed this row's Data Type to Compute; some time after determining the row's name.

And, as you can see the user entered charges into the yellow entry fields and then chose the [Compute] option.

I know that the [Compute]option was chosen because the white, Sub Total: [ ] AMOUNT entry field; the white, Sales Tax: [ ] AMOUNT entry field; and the white, TOTAL: [ ] TOTAL entry field has data.

The user can only enter data into the yellow entry fields;  white fields are populated after the [Compute] option is chosen.

You can change your entries and use the [Compute] option as often as you care to.  After you are satisfied with the results, choose the [Save] option to continue.
image showing 
     the opened, default, Add to Transaction Entry Form


The form below is the same form as above; but with data entered
into the yellow fields.  The user chose the [Compute] option and
automatically populated the white fields with the computations.


image showing the opened, 
     default, Add to Transaction Entry Form with two entries in the item entry fields and amounts shown and all amounts totaled including 
     sales tax totaled.


"inqVista's" Division Records Form, (below), has a few entries.  Some of these entries, those in rows 1, and 2, existed prior to using the [Save] option in the Add To Transaction Entry Form (above).

You can make the data that is contained in Division Records as secure as you care to make it.  Attempts to copy or read Division Records from the Master Database will be frustrated.


Some of the information found in the Division Records, below, is not the type of information you want to be responsibly for loosing.


The entries you see in the note field, (lower right), were automatically added when the user chose the [Save] option in the Add To Transaction Entry Form (above).

The charges for row 2, named, Other Charges, were added previously, and sometime after adding and naming the row in this Division Records form.

The user entered "Guide," in row 2 because the user decided that it may be important, in the future, to search and count the number of guests that paid for a guide.  And, simply entering the word guide, allows the user to compile a complete list.  The [Reports] option in the Master Data Entry Form is where the user will begin to make this choice.

Each user will determine the word, words, or phrase to use for a search.  More of an explanation will be forthcoming in inqVista's [Reports] Option Page.
image showing the opened, 
    Division Records form. This form shows previous entries made by the user and additional entries added because they were made in the Add 
    To Transactions Entry Form


In the next image, you can see the results of choosing the [Print] option in the Division Records form, (above).

You can print Division Records then secure them without affecting the integrity of the Master Database.



To your right, the results after Choosing the [Print] option, found in the Division Records form, (above).

This user employed the Add to Transaction form to create a total last row.  Look at the last row, here and above; in the Note Box; and you will see the entry date 14-0123.  This is the date when the user entered total Rest, twice and Guide once, to create a TOTAL LAST ROW, for final billing.

The user formatted this printout.  Five spaces were used for the Top Margin and five spaces used for the Left Margin.  This is accomplished by using the options offered in the Format Output form.   That form will open after choosing the [Print] option found in the Division Records form (above).

The user decided that purpose of this printout is not to be used as a final receipt.  In this case, the user is simply computing the the final charges for this Guest.  The total of $470.23 is the total charges that the user will place in row 4 of the Master Data Entry Form.

The user will choose to print out portions of that form and produce a receipt to give to the Client.  You can see how that receipt is produced by choosing the [Reports] Option found in the Master Data Entry form.

image showing the print-out 
     of the Division Form after choosing the Print option.


All that you see above was accomplished by first;
changing the Data Type for Row 4 to Computed, and second;
choosing the [Div]/[Data]option, found on row 4 of the Master Data Entry Form.

The combination of both of those conditions is only one way to open the Add To Transactions Entry Form, whereby the user can make entries; computed and saved those entries; then, printed the results.

At this time, the printed output that you see above, is all of the information that the user cares to keep in hard copy form.


You can open the Add To Transaction Form without using the [Div] Option and without making any changes to the Data Type of any row.

If you were to chose the [Reports] option in the Master Data Entry Form, (second image from the top), then you would open the form you see below.  The options offered in this form are some additional ways to keep track of and print information stored in inqVista.


A brief explanation of some of the options you see to your right, but by no means extensive or complete, is as follows:

The [Div_Search] Option will search through your Division Records for items that you specify.  You may use one word, or a few words or a phrase.  You may also use dates, or you can specify before a specific date or after a specific date.  And, you can use a combination of those mentioned.

The [Print-Export] option opens another window that will help you print a receipt on your letterhead or another form that you may have.

The [Itemize] Option produces the Add To Transaction Form.  Using this option from this Report Choices form will produce the same results as already explained in this web page. However, choosing this option from this form does produce output that belongs to any specific record, as it may in other cases.  The output is simply an independent hard copy of the data entered and computed by the user.



The [Jnl-Reports] Option, (right lower image), is a separate system that you may want to use for accounting purposes.  As a user you can choose to make entries into one or more specific accounts.  Then, using the Account Entry Form; opened by the [Jnl-Reports] Option; you can keep track of, and print, either or both, of your daily Cash, and/or Accounts Receivables.


image 
     showing the default, opened window Report Choices.  This Form shows four additional options for Searching, Saving and  Printing 
     database records.



image showing 
     the default, Account Entry Form for Accounting Journal Entry. Can also be used for printing receipts.



This image 
     describes other features.

Rev. 16-0128

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Project Management: See Project Fire Truck; Example
Image Management: See Stamp Collecting; Example
Asset Management: See Coin Collecting; Example
Information Management: See Phone, Address, & Reports; Example
Records Management: See Motel; Reservations; & Records; Example
Human Resources: Employee Management; Example
Time Management; See Calendar With Alarm; Example
Printing a Receipt; See Reports; Example