Help:CRS-Update File Activity By Number
This option is used to manually record the activity on the files in the various containers. This activity is normally recorded on the Bar Code Reader and uploaded into the system. This option is to enable you to record those activities which were not recorded by the Bar Code Reader.
This option forms a session. Many different activities can be recorded before the session is closed. A report of the entries in this session as well as a report on the billing will be printed after the session is closed by pressing the [Post Session] button.
Transaction Date: Enter the date on which this file activity took place. To activate a calendar, you can either double click the left mouse button while the mouse is in the date field, or you can press the [?] button to the right of this field.
Container Number: Enter the Container Number in which this file was found. Press the [?] button for a listing of Containers.
Transaction: Five different types of transactions can be recorded by this option:
Access - Retrieve a File from a Container for inspection by the owner of the file. The file is usually replaced into the container after it has been accessed.
Destroy - Records the File as destroyed and removes the file from the Database.
In - Records the File as back in the warehouse after being returned. The Temporary Temp Out Date will be set to 00-00-0000.
Out - Records the File as temporarily out and Temporary Out Date to the Transaction Date entered above.
Returned - Records the File as permanently returned to the customer and removes this file from the database.
New - Use this option to add a New File. The only advantage to adding new files here as opposed to adding them through the Container Maintenance option on the Transactions Pull-Down Menu is that you can add a person to the Transaction Log file in these options. This might be useful for identifying the person who brought you a file to be added. The Container Maintenance option on the Transactions Pull-Down Menu will now allow you to enter a person. NOTE: The File Description field below will only be active when you select New in this Transaction field.
File Number: Enter the file number of the file. Only those files which are currently attached to the Container entered in the previous field will be accepted in this field. Press the down arrow to see those files.
File Description: This field is only available if the option New is selected in the Transaction field above. Enter a description of this new file.
Billing Code: Enter the Billing Code for this Activity if you wish to create a Misc. Billing entry for this Activity. When you post the session, you will be given the chance to combine all like billing code entries into one billing code entries for each Customer. This will set the units as the number of times this billing code has been used for the Customer, making the monthly storage invoice much less detailed and cumbersome.
The description of the Billing Code will be displayed to the right of this field. Press the [?] button to see a list of the current Billing Codes.
Person: This field is used for the person who received or returned the File. This will update the Transaction Log so that a history can be maintained of Who accessed each File.
[ Record ] Press this button to record this activity. The information will be retained on the screen after pressing this button, but the Activities Recorded field will be incremented by 1. You cannot record the same entry twice in one session. Once the first activity has been recorded, then the [Cancel] button becomes inactive. This session must be posted before this screen can be exited.
[ Post Session ] Press this button to post this session in the various files. It will calculate and post the billing and generate reports of the file activity recorded and the Misc. Billing Entries added.
[ Cancel ] Press this button to cancel this operation. Once the first activity has been recorded, then the [Cancel] button becomes inactive. This session must be posted before this screen can be exited.
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
