Ohio Educational Computer Network System (OECN)
UDMS Beginning Training Guide
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3.7 Lesson 5 - PART I Creating Totals

In the previous lessons, you selected fields for a report, defined new input and calculated fields, qualified records to be included in the report, and set up sort fields. Up to this point, each of the reports has used the DEFAULT column detail format, as specified on the Report Descriptor screen.

Lesson 5 will be given in two parts. In the first part you will learn how to create group totals and report totals using the "TOTAL this Report" option" from the [TOP] Report Menu.

Then you will learn how to use the formatting options to format the page header, the column headings, a group header and footer, and the report trailer.

These two parts are related in that after creating totals, you may want to add text to indicate what the totals represent.

3.7.1 Creating Totals

For lessson 5 you will use the REPORT5 report definition in the PRSPAY view.

Specifically, you will use the following steps:

  1. (1) Load the report definition, "REPORT5".
  2. (2) Bring up the RPW REPORT MENU [TOP].
  3. (3) Select "TOTAL this Rpt".
  4. (4) Enter the fields CUR_SALARY, CA_RAISE, and CA_NEW_SALARY to use for totalling.
  5. (5) GENERATE the report for the latest results.

You will start up with "REPORT5" which is included in the demo dictionary, and is an exact copy of the definition created in lesson 4. In other words, REPORT5 starts up where you left off in the previous lesson.

3.7.2 Load Report Definition - REPORT5

You should be at the UDMS main menu as shown below: 


 
_____________________________________________________________________________ 
|                                                                           | 
| Version 5.3-aa           User Data Management System       View: PRSPAY   |     
|                                                                           |     
|                          M  A  I  N     M  E  N  U                        |     
|                                                                           |     
|             RPW    ReportWriter                 INQ    Inquiry            |     
|             EXP    Export                                                 |     
|             LBL    Labels                                                 |     
|             TXT    Text/Merge                                             |     
|                                                                           |     
|                         MOD    Select Defs by Module (RPW, EXP, FRM...)   |     
|                         DATA   Select a Data Def (Record/View/Alias)      |     
|                         EXIT                                              |     
|                                                                           |    
|                                                                           |     
|                                                                           |     
|                                                                           |     
| MENU                                <PF2> help               <PF4> exit   |  
|                                                                           |     
|          Copyright (C) 1987-1995 Interactive Software Systems Inc.        |     
|                           Enabled until 11/18/01.                         |     
|___________________________________________________________________________|

Proceed with the following steps on your own, as given in the next table:
MENU / SCREEN USER ENTRY / SELECTION
1. Main Menu If your top right banner displays: "View PRSPAY", skip to step 3.
Otherwise:
Highlight "DATA" option and press [Return].
2. Data Definition Screen Type PRSPAY and press [Return].
3. Main Menu Press [Return] on RPW option.
4. ReportWriter Menu Press [Return] on SELECT any RPW Def option.
5. Report Definition Screen Highlight REPORT5 and press [Return]. It might be necessary to press the [PF1] key several times to bring up the screen which contains the REPORT5 listing. Use the down arrow key to highlight this entry.

The above steps should bring up the following "REPORT DEFINITION SERVICES" screen: 


 
_________________________________________________________________________________________ 
|                                                                                       | 
| Rpw: REPORT5              REPORT DEFINITION SERVICES       View: PRSPAY               |                                    
|                                                                                       | 
|=======================================================================================| 
|DD-MMM-YY  HH:MN XM                    REPORT5                                PAGE 9999|     
|                                   Lesson 5 Report                                     |   
|                               Data definition (PRSPAY)                                |   
|=======================================================================================| 
|EMPLOYEE #  LASTNAME         DEPT. #  WAGE CLASS       SALARY   CA_RAISE  CA_NEW_SALARY|   
|**********  ***************  *******  **********  ***********  *********  *************|   
|                                                                                       |    
|    00-000  XXXXXXXXXXXXXXX     9999           9  $999,999.99  $9,999.99    $999,999.99|   
|                                                                                       |    
|                                                                                       | 
|                                                                                       |    
|                                                                                       |   
| SERVICES MENU                                                 <PF4> finished          |                                           
|                                                                                       |  
| MODIFY this Def       GENERATE Report           SELECT another Def      FINISHED      |    
| COPY this Def         SUBMIT Report to Batch    DEFINE a new Def        MAIN          |    
| DELETE this Def       EXAMINE Format                                    EXIT          |    
| DOCUMENT this Def     REVIEW Report                                                   |   
|_______________________________________________________________________________________|

3.7.3 TOTAL Options

Press the MODIFY option in the REPORT SERVICES MENU. This will bring up the [TOP] RPW menu. 


 
=========================================================================================   
|DD-MMM-YY  HH:MN XM                    REPORT5                                PAGE 9999|  
|                                   Lesson 5 Report                                     |  
|                               Data definition (PRSPAY)                                |   
|=======================================================================================| 
|EMPLOYEE #  LASTNAME         DEPT. #  WAGE CLASS       SALARY   CA_RAISE  CA_NEW_SALARY|   
|**********  ***************  *******  **********  ***********  *********  *************|    
|                                                                                       |   
|    00-000  XXXXXXXXXXXXXXX     9999           9  $999,999.99  $9,999.99    $999,999.99|    
|                                                                                       |    
|                                                                                       |    
|                                                                                       | 
|                                                                                       | 
|                                                                                       | 
|                                                                                       | 
| REPORT MENU [TOP]                                 <PF3> cancel                        |   
|                                                                                       |    
| SELECT Rpt Fields       TOTAL this Rpt         MODIFY Rpt Descriptor  CANCEL          |   
| DEFINE Input/Calc Flds  FORMAT this Rpt        CHANGE Submit Options  SAVE as         |   
| QUALIFY Data Records    GENERATE this Rpt                             CATALOG         |  
| SORT Rpt Data           EXAMINE Format                                                |   
|_______________________________________________________________________________________|

Notice the option, "TOTAL this Rpt". Highlight and select the "TOTAL this Rpt " option. This brings up the DEFINE DFLT TOTALS Menu as shown next. 


 
__________________________________________________________________________________________ 
|                                                                                        | 
|                                                                                        | 
| Rpw: REPORT5            REPORT DEFINITION MODIFICATION     View: PRSPAY                |  
|                                                                                        |  
|======================================================================================= | 
|DD-MMM-YY  HH:MN XM                    REPORT5                               PAGE 9999  |  
|                                   Lesson 5 Report                                      |  
|                               Data definition (PRSPAY)                                 |   
|======================================================================================= | 
|EMPLOYEE #  LASTNAME         DEPT. #  WAGE CLASS       SALARY   CA_RAISE  CA_NEW_SALARY |   
|**********  ***************  *******  **********  ***********  *********  ************* |   
|                                                                                        |    
|    00-000  XXXXXXXXXXXXXXX     9999           9  $999,999.99  $9,999.99    $999,999.99 |    
|                                                                                        | 
|                                                                                        |      
|                                                                                        |  
|                                                                                        |    
|                                                                                        |    
| DEFINE DFLT TOTALS                                <PF3> cancel                         |  
|                                                                                        |    
|     USER-DEFINED Default Totals                           CANCEL                       |   
|     LOAD Default Totals from existing Def                                              |   
|________________________________________________________________________________________|

Select the "USER-DEFINED Default Totals " option. The following Default TOTALS Formatting Menu will appear. 


 
__________________________________________________________________________________________ 
|                                                                                        | 
|                                                                                        | 
| Rpw: REPORT5            REPORT DEFINITION MODIFICATION     View: PRSPAY                |     
|....:...10....:...20....:...30....:...40....:...50....:...60....:...70....:...80....:...| 
|EMPLOYEE #  LASTNAME         DEPT. #  WAGE CLASS       SALARY   CA_RAISE  CA_NEW_SALARY |   
|**********  ***************  *******  **********  ***********  *********  ************* |  
|                                                                                        |  
|    00-000  XXXXXXXXXXXXXXX     9999           9  $999,999.99  $9,999.99    $999,999.99 |   
|         Totals will automatically align to the Column Detail.                          | 
|                                                                                        | 
|                      To see results, use EXAMINE.                                      |   
|                                                                                        |    
| Tot Entries: 0            DEFAULT TOTALS FORMATTING                                    |  
|       Field        Typ   Mask       Grp Trl Break Field(s)  Pg Ftr   Rpt Trl           |    
|                                                                                        |   
|   1 ___________...                                                                     |   
|                                                                                        |     
|                                                                                        |    
|                                                                                        |   
|                                                                                        |    
|                                                                                        |   
| DEFINE               <PF1> select   <PF2> help                  <PF4> finished         |   
|________________________________________________________________________________________|

You are to enter a field on which to create totals. Notice again, that you can either type in the field name directly, or press the [PF1] key to bring up a list. You must use one of the fields already selected for the report.

Also notice the other elements which are to be completed for each field to be totalled. These are displayed in the next table.

Element Name Possible Values
Type Usually this is TOT for totals. This is the default.
Mask Should be some numeric mask. The default is the current mask for the given variable.
Group Trailer Enter Y or N for group trailer totalling. The default is Y.
Break Field Enter the name of the break field. The default is the primary sort field.
Page Footer Enter Y or N for page footer totalling. The default is N.
Report Trailer Enter Y or N for report trailer totalling. The default is Y.

To see how this is going to work, press the [PF1] key, select the CUR_SALARY field and press RETURN to accept. The resulting screen should be similar to the following: 


 
__________________________________________________________________________________________ 
|                                                                                        | 
| Rpw: REPORT5            REPORT DEFINITION MODIFICATION     View: PRSPAY                |    
|     Report Fields                     Record        DspLen Typ Key                     |   
|                                                                                        |   
|   2 LASTNAME                        : PRSMST           15  AN  A2                      |    
|   3 DEPTNO                          : PRSMST            4  NU                          |    
|   4 WAGE_CLS                        : PAYMST            1  NU                          |   
|   5 CUR_SALARY                      : PAYMST            9  NU                          |    
|   6 CA_RAISE                        : Calculated       20  NU                          |     
|                                                                                        |     
| Tot Entries: 0            DEFAULT TOTALS FORMATTING                                    |   
|       Field        Typ   Mask       Grp Trl Break Field(s)  Pg Ftr   Rpt Trl           |   
|                                                                                        |   
|   1 CUR_SALARY     TOT                                                                 |   
|                                                                                        |    
|                                                                                        |   
|                                                                                        | 
|                                                                                        |   
| DEFINE                              <PF2> help    <PF3> cancel                         |   
|________________________________________________________________________________________|

Press RETURN at each of the element prompts to accept the default values, and press RETURN at the end of the line to accept the line. The result should be similar to the following: 


 
__________________________________________________________________________________________ 
|                                                                                        | 
| Rpw: REPORT5            REPORT DEFINITION MODIFICATION     View: PRSPAY                |     
|....:...10....:...20....:...30....:...40....:...50....:...60....:...70....:...80....:...| 
|EMPLOYEE #  LASTNAME         DEPT. #  WAGE CLASS       SALARY   CA_RAISE  CA_NEW_SALARY |   
|**********  ***************  *******  **********  ***********  *********  ************* |   
|                                                                                        |    
|    00-000  XXXXXXXXXXXXXXX     9999           9  $999,999.99  $9,999.99    $999,999.99 |   
|         Totals will automatically align to the Column Detail.                          | 
|                                                                                        | 
|                      To see results, use EXAMINE.                                      |     
|                                                                                        |  
| Tot Entries: 1            DEFAULT TOTALS FORMATTING                                    |    
|       Field        Typ   Mask       Grp Trl Break Field(s)  Pg Ftr   Rpt Trl           |    
|                                                                                        |       
|   1 CUR_SALARY     TOT $999,999.99     Y    DEPTNO            N         Y              |     
|   2 ___________...                                                                     |    
|                                                                                        |   
|                                                                                        |    
|                                                                                        |    
|                                                                                        |    
| DEFINE                  <PF1> select   <PF2> help                  <PF4> finished      |  
|________________________________________________________________________________________|

You are to repeat the above steps for the other two fields, CA_RAISE and CA_NEW_SALARY. The results should look similar to the following. 


 
__________________________________________________________________________________________ 
|                                                                                        | 
| Rpw: REPORT5            REPORT DEFINITION MODIFICATION     View: PRSPAY                |  
|....:...10....:...20....:...30....:...40....:...50....:...60....:...70....:...80....:...| 
|EMPLOYEE #  LASTNAME         DEPT. #  WAGE CLASS       SALARY   CA_RAISE  CA_NEW_SALARY |    
|**********  ***************  *******  **********  ***********  *********  ************* |     
|                                                                                        |     
|    00-000  XXXXXXXXXXXXXXX     9999           9  $999,999.99  $9,999.99    $999,999.99 |   
|         Totals will automatically align to the Column Detail.                          | 
|                                                                                        | 
|                      To see results, use EXAMINE.                                      |    
|                                                                                        |     
| Tot Entries: 3            DEFAULT TOTALS FORMATTING                                    |    
|       Field        Typ   Mask       Grp Trl Break Field(s)  Pg Ftr   Rpt Trl           |      
|                                                                                        |   
|   1 CUR_SALARY     TOT $999,999.99     Y    DEPTNO            N         Y              |     
|   2 CA_RAISE       TOT $9,999.99       Y    DEPTNO            N         Y              |     
|   3 CA_NEW_SALARY  TOT $999,999.99     Y    DEPTNO            N         Y              |     
|   4 ___________...                                                                     |     
|                                                                                        |    
|                                                                                        |   
| DEFINE                  <PF1> select   <PF2> help                  <PF4> finished      | 
|________________________________________________________________________________________|

Press the [PF4] key when you are finished. This will bring up the menu to Add, Change, Insert or Delete a line. Press the [PF4] key again to exit this menu. You will return to the [TOP] REPORT MENU as shown next. 


 
 
__________________________________________________________________________________________ 
|                                                                                        | 
|                                                                                        | 
| Rpw: REPORT5            REPORT DEFINITION MODIFICATION     View: PRSPAY                |  
|                                                                                        |  
|======================================================================================= | 
|DD-MMM-YY  HH:MN XM                    REPORT5                               PAGE 9999  |  
|                                   Lesson 5 Report                                      |  
|                               Data definition (PRSPAY)                                 |   
|======================================================================================= | 
|EMPLOYEE #  LASTNAME         DEPT. #  WAGE CLASS       SALARY   CA_RAISE  CA_NEW_SALARY |   
|**********  ***************  *******  **********  ***********  *********  ************* |   
|                                                                                        |    
|    00-000  XXXXXXXXXXXXXXX     9999           9  $999,999.99  $9,999.99    $999,999.99 |    
|                                                  $999,999.99  $9,999.99    $999,999.99 | 
|                                                  $999,999.99  $9,999.99    $999,999.99 | 
|                                                                                        |    
|                                                                                        |   
|                                                                                        |      
| REPORT MENU [TOP]                                      <PF3> cancel                    |     
|                                                                                        |     
| SELECT Rpt Fields       TOTAL this Rpt         MODIFY Rpt Descriptor     CANCEL        |    
| DEFINE Input/Calc Flds  FORMAT this Rpt        CHANGE Submit Options     SAVE as       |    
| QUALIFY Data Records    GENERATE this Rpt                                CATALOG       |    
| SORT Rpt Data           EXAMINE Format                                                 |   
|________________________________________________________________________________________|

Notice that masks for the group and report totals appear and are aligned for the three fields CUR_SALARY, CA_RAISE, and CA_NEW_SALARY. This is the result of using the "TOTAL this Rpt" option.

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