When any of the master data maintenance programs, such as the Company Manager, the Contact Manager or the Catalog Manager are used to enter a new record, the default data for the record being created is read from a system control record that is stored in the Textdata file. The system control records in the Textdata file can be set up on a global, group, branch or operator specific level to handle different types of operators and to allow flexibility.
As each Master Maintenance or Manager program is selected from the Menu, the system checks the NRD (new record default) records in the Textdata file for the record type being created, and it selects the appropriate record based on the records that are present, and the current operator.
Different default files can be setup for each user or groups of users as required. A typical reason to use multiple default files would be to handle the creation of a customer or inventory record in multiple different locations or by different functional parts of the business (where the default information for each location or business function differs) The default information used in the system can be configured on a global, group, branch or on a user by user basis. This allows the system to be configured in a simple or more complicated manner based on the needs of your company
If a user specific version of the textdata record exists for the operator it is used. If no user specific version of the record exists, the system checks the groups and branch the operator is assigned to and it loads the appropriate record (the group, branch or global version of the record).
Once the correct textdata record is located for the current user, the system displays the default data in the appropriate windows on the screen. The default information is loaded into the fields that are displayed in the main section of the program and into fields that may be hidden from view on panels or behind tabs.
The default data that is loaded into each record can include both normal or “free form” data and table driven data from parent files. In this case of a customer, normal information might include the city field of an address, while table driven data from a parent file such as the customer payments terms.
The display of default data not control the editing capabilities of the user. The users ability to edit the information in each field in a view or program is based on the field type in some cases (certain key information such as a company name cannot be changed in the program after a record has been saved) or more usually upon the field and option level security that has been defined for the field or option for that particular user.
New Record Defaults -