Procedures

1.   Selection Function.

Enter Reference File Maintenance on any Application Menu.

2.   Select Category Type, All Categories, or Categories by Area.

The Function Select screen can be used to select the category type, all categories, or categories by area to be updated or reviewed.  Note that a Reference File category must contain five category 999 maintenance records before the category can be selected.  See the Common Features: Reference File Categories Manual for an explanation of the category maintenance record (category 999).

If categories by area is selected, the Category Selection screen is displayed, containing only those categories used by the area selected.  If all categories is selected, all reference file categories are displayed.  If a category type is selected, the Record Selection screen for that category is displayed.

Reference File categories are listed by category type code and name on the Category Selection screen.  If the category to be selected is not listed on the first Category Selection screen displayed, and the "+" sign appears, press the Rollup key to display the next Category Selection screen that contains additional category listings.  If the end of the listing is reached, the previous Category Selection screen is displayed when the Rolldown key is pressed.

Enter the appropriate category type code in the input field on the Category Selection screen and press the Enter key.  If the code is invalid, if the category does not exist on the file, or if the operator does not have authority to select reference file categories, an error message is displayed.  If the code is valid, the Record Selection screen is displayed.  The screen title and the Record Key field on this screen vary according to the Category Type selected.

3.   Select Record and Type of Processing.

The Record Selection screen is used to select the Reference File record to be processed and the type of processing for the conversation.  The record key field is used to select the record to be processed.  The Transaction Code field is used to select the type of processing to be performed.  The Data Entry screen  is displayed after a valid Record Key and Transaction Code are entered on the Record Selection screen and the Enter key is pressed.  Any maintenance transaction can be canceled  on this screen before the end of the transaction by pressing F3 - Exit.  When this command is executed, a blank Record Selection screen is displayed.

4.   Add Reference File Record.

To add a Reference File record within the specified category, enter an A in the Transaction Code field and the record-identifying data in the Record Key field on the Record Selection screen and press the Enter key.  If any data is invalid or if the specified record already exists on the file, an error message is displayed.  If the data is valid, the Data Entry screen is displayed.  The screen title on this screen varies according to the category selected.

Enter data in the input field on the Record Data Entry screen and press the Enter key.  The edit code directly under the input field determines the type of data that can be entered in each field position.  If the data is valid, the record is added to the specified Reference File category, and a  blank Record Selection screen is displayed.  Any maintenance transaction can be canceled on this screen before the end of the transaction by pressing F3 - Exit.  A blank Record Selection screen is then displayed.

The Record Selection screen can be used to perform additional maintenance or review within the category.  To end processing within the category and redisplay the Category Selection screen or the Function Select screen, press F3 - Exit.

5.   Change Reference File Record.

To select a Reference File record within the specified category for updating, select the change Transaction Code and the record-identifying data in the Record Key field on the Record Selection screen and press the Enter key.  If any data is invalid or if the specified record does not exist on the file, an error message is displayed.  If the data is valid, the Data Entry screen for the selected record is displayed.

Data in the input field on this screen can be changed.  The edit code directly under the input field determines the type of data that can be entered in each field position.  The Record Key and Transaction Code entered on the Record Selection screen are displayed on the Data Entry screen, but these fields cannot be modified.

Press the Enter key to validate all changes.  If the new data is valid, the updated record replaces the existing one on the file, and a blank Record Selection screen is displayed.  Any maintenance transaction can be canceled on this screen before the end of the transaction by pressing F3 - Exit.  When this command is executed, a blank Record Selection screen is displayed.  The screen is then ready for performing additional maintenance or review within the specified category.  To end processing within the category and redisplay the Category Selection screen or the Function Select screen, press F3 - Exit.

6.   Delete Reference File Record.

To select a Reference File record within the specified category for deletion, enter delete for the Transaction Code and the record-identifying data in the Record Key field on the Record Selection screen and press the Enter key.  If any data is invalid or if the specified record does not exist on the file, an error message is displayed.  If the data is valid, the Data Entry screen for the selected record is displayed.  No data can be entered or changed on this screen when the delete Transaction Code is in effect.

To delete the record, press the Enter key while the Data Entry screen is displayed.  The record is deleted from the Reference File, and a blank Record Selection screen is displayed.  The screen is then ready for performing additional maintenance or review within the specified category.  To end processing within the category and redisplay the Category Selection screen or the Function Select screen, press F3 - Exit.

7.   Review Reference File Record.

To select a Reference File record within the specified category for review, enter Inquire for the Transaction Code and the record-identifying data in the Record Key field on the Record Selection screen and press the Enter key.  If any data is invalid or if the specified record does not exist on the file, an error message is displayed.  If the data is valid, the Data Entry screen for the selected record is displayed.  No data can be entered or changed on this screen when the inquiry Transaction Code is in effect.

After reviewing the displayed record, press the Enter key to display a blank Record Selection screen.  The screen is then ready for performing additional maintenance or review within the specified category.  To end processing within the category and to redisplay the Category Selection screen or the Function Select screen, press F3 - Exit.

8.   Add Reference File Categories.

To create a new Reference File category, enter 999 in the Category Type field.  This will display the Record Selection screen for the category maintenance category.

Five category maintenance records must be created for a category before it can be selected for updating or review.  These five records are used to establish the format of every record to be included in the new category.  The records are: screen title (ST), coded title (CT), coded edit (CE), decoded title (DT), and decoded edit (DE).  (For a detailed description of these records, see the Common Features: Reference File Categories User Manual.)

The Record Selection screen is displayed with a five-position alphanumeric field.  Enter the category type code for the new category in the first three field positions and the category maintenance record code (ST, CT, CE, DT or DE) in the last two field positions and press the Enter key.  The data is validated, and, if it is valid, the Data Entry screen is displayed.

This screen contains one input field used to enter record data (the length of this field depends on the record type specified on the Record Selection screen).  Enter data in the input field on the Record Data Entry screen and press the Enter key.  For ST, CT, and DT records, the data entered on this screen represents actual titles to be used for all records in the new category.  For CE and DE records, the data entered on the Data Entry screen represents the edit codes that determine the type of data that can be entered in the input fields for all records in the new category.  All data entered on the Data Entry screen is validated.  If valid, a blank Record Selection screen is displayed.

This process must be repeated for each of the five record types required to initialize a Reference File category.  After all five records have been established, the new category can be selected for maintenance using the steps outlined in this section.  After the fifth category maintenance record is entered and validated, a blank Record Selection screen is displayed.  Another category can then be created if necessary.  To end processing within category 999 and redisplay the Category Selection screen or the Function Select screen, press F3 - Exit.

9.   End Session.

To end the session and redisplay the System Application Menu, press F3 (Exit).