e000You can specify that the inventory number be automatically entered whenever a new record is created by editing the field definition.
e010Click on the INVEN_NO field and then click on the InfoBox SmartIcon to see its InfoBox.
e020The InfoBox lets you control all the features of any object on the screen, including font, color, formatting, field definitions and macros. To edit the INVEN_NO field definition, click on the Basics tab.
e030Now click on the Field Definition button.
e040Click on the Options button. The bottom of the dialog box appears, showing options for entering data automatically.
e050Now click on Serial Number Starting At. Approach will automatically enter serial inventory numbers.
e060Approach can also verify that data is entered in a field, and will not let the user proceed until the user enters data.
e070Click on the QUANTITY field and then click on the Field Definition button again.
e080Click on the Options to display the options for the QUANTITY field.
e090Click the Validation tab. The bottom part of the dialog box shows the options for checking entered data.
e100Click the Filled In check box to verify that the field contains a value in each record, and click OK.
e110In Approach, you can create drop-down lists that offer users choices for data entry, increasing accuracy.
e120Let's create a drop-down list for the CATEGORY field. Click on the Category field on the form to select it.
e130In the InfoBox Basics section, click on the Data Entry Type drop down menu and choose Drop Down List.
e140You can either type in the choices for the drop down list, or Approach can create the list for you using the CATEGORY field data.
e150We'll type in the Category choices for you.
e160Click OK, and you have defined your drop down list.
e170Approach can create calculated fields that display data based on the contents of other fields.
e180Click on the Add Field icon in the drawing bar.
e190Click on the Field Definition button in the Add Field box, then on the Insert Field button and type TOTALSALE.
e200Change the Data Type to Calculated. The Options box appears automatically.
e210The TOTALSALE field should contain the total sales of this product. Multiply the quantity sold and the cost.
e220Approach makes it easy to build formulas. Simply select fields and operators from the list boxes. You can also type COST * QUANTITY, and click OK.
e230There's your formula! The checkered flag shows you have entered a valid formula. Click OK to save this field definition.
e240Now you need to drag the TOTALSALE field from the Add Field box onto the form.
e250Approach offers drag and drop formatting that lets you format this field in a click of the mouse. Click on the DESCRIPTION field, and select Fast Format from the Object menu.
e260Now click the Fast Format cursor on the TOTALSALE field. Approach copies the formatting for you.
e270Let's enter some data so we can see how the data entry rules work.
e280Click on Browse in the SmartIcon bar.
e290We'll fill in the PRODUCT and DESCRIPTION fields.
e300When you move to the CATEGORY field, the drop-down list displays the choices available to the user.
e310Notice that Approach has filled in the INVEN_NO field automatically. We'll enter the cost now.
e320If we try to skip over the QUANTITY field, Approach indicates that a value must be entered.
e330Once the COST and the QUANTITY fields are filled, Approach calculates the value for the TOTALSALE field.
e340To save your file, select Save Approach File from the File menu.
e350You've just seen how you can control data entry in Approach to guarantee accuracy and efficiency.
