Stock Archive Maintenance

The stock archive maintenance utility, found in INSTALLATION Workshop on the Toolbox menu, allows you to select from the list of all available card file databases, those card files that will be used in extended stock searches.

CAPITAL allows you to import very large databases from external sources (via the external import utility) into card files. The advantage of this approach is that the contents of each card file can be tailored by you to meet your exact requirements. It also ensures that your system does not suffer from performance problems because external stock files (such as manufacturer spare part lists) are often huge.

Once this information is contained in a card file database, CAPITAL can then transfer the selected contents to and from your main stock file as you may need it.

You may not want CAPITAL to search every card file for extended stock information as this would slow the search process down. You may only want to search card files that contain particular stock information.

Use the arrow keys or mouse to select the card file database you want to include in extended stock searches and press the Mark button or double-click with the mouse to toggle the selection. When ticked, CAPITAL will include the card file in any extended stock searches performed.

The Stock Archive Card File Structure

A card file database can contain any information you need to keep track of, and the contents of card files can be easily tailored to meet your exact stock information requirements.

However, in order to facilitate the stock search process and also to allow easy transfers of information to and from CAPITAL's main stock file, certain structures within the card file need to meet specific conditions.

These are:

1. The card file database must have AT LEAST a "Name" field and a "Title" field. Both should be sorted in ascending order sequence.

If the above condition is not met, CAPITAL will be unable to automatically search the card file to locate stock item information by searching for the product code or the product description.

CAPITAL will reject the card file as a stock archive.

2. Fields that you wish to transfer from and to CAPITAL's main stock file must have the same names as those used in CAPITAL's Stock Control system.

For example: If you want to transfer price fields A, B and C to and from the card file and stock file, you will need to create fields in the card file database with the same names. To determine the names of the fields used by Stock Control, load the Stock Control screen into the Screen Builder.

If you intend to use the Transfer Record facility available on the Stock Control Tools Menu in order to transfer stock directly to a card file, ensure that any numeric fields in your card file are the same length as the numeric fields found in your stock file.

Numeric fields will not move across unless they have the same length and number of decimal places.

The sample card file database SARCHIVE is an example of how to design a card file for use as a stock archive. You may wish to copy the structure of this card file and then modify it to meet your specific requirements.