SETUP & ADMINISTRATION
Overview
What you need to run ProBooks
Operating System, Disk and RAM Memory Requirements
ProBooks Windows
ProBooks runs on Windows 95/98/ME/NT/2000/XP.
For acceptable performance
you should have a minimum of 64MB RAM memory, and at least 100MB of free
disk space.
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Setup & Administration C-1 |
Installation
Run Setup. See In most cases no additional setup is necessary, however you may want to add a Shortcut to Probooks to your desktop. See Workstation Setup for details.
For Multi-user installation please
Updating From Prior Versions
Check your ProBooks documentation for specific instructions on updating
from prior versions before proceeding.
Running Setup
Insert the CD in your CD-ROM drive
Setup will start automatically
(or click
on Setup.exe in Explorer)
Or If you download VPB.EXE
Open/Run downloaded PBLITE.EXE PB.EXE or VPB.EXE
and extract files to C:\SETUP,
Then run C:\SETUP\SETUP.EXE
( in My Computer
locate drive C:, the folder SETUP, and double click on SETUP)
The default install folder is C:\PROBOOKS or (C:\VPBfor Visual Probooks)
Change the Drive:/Folder to the appropriate drive for your system if necessary.
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Select the ‘Typical’ install , then select Next
The default Program Group
is ProBooks
You can change this if you like, otherwise leave it as is and
select Next.
Select Finish when installation is complete.
Start ProBooks
(note: there is no need to restart your computer after installing Probooks)
Double
Click on the Shortcut to ProBooks Icon on the Desktop
or
Select Start, Programs,
ProBooks, ProBooks Win to run ProBooks for Windows
(or create a Shortcut
to probookw.exe)
Select Start, Programs, ProBooks, ProBooks DOS to run ProBooks
for DOS
(or create a Shortcut to pb.bat)
Select Start, Programs, ProBooks,
ProBooks to run Visual ProBooks
(or create a Shortcut to probookv.exe)
Read Whatsnew for more details on changes in the latest Version
Select Help,
Whatsnew from the menu bar in ProBooks
Maintenance Updates are available throughout the year at www.pcaccountant.com
Program,
Tax Table and Payroll Tax Form maintenance updates are made available throughout
the year on the PC Accountant internet web site: www.pcaccountant.com
Details
on updates are available on the Update page of our web site.
Run Setupas described above to install ProBooks to a SHARED drive on ONLY
ONE COMPUTER (the server).Create a SHORTCUT to PROBOOKV.EXE
Copy the Shortcut
to the desktop on the Workstations that will run ProBooks.
Add the FoxFont
and FoxPrint fonts on each Workstation.
On Windows 96/98/ME create a C:\CONFIG.SYS
with FILES=250 (see example below)
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Setup & Administration C-3 |
Windows NT/2000/XP
Create a Folder to be shared as your ‘Network Drive’
On each workstation
and on this server, map this ‘drive’ with the same drive letter.
Install
Probooks to this ‘drive’.
Windows 95/98/ME
Before Installing ProBooks...
Use the SUBST command to create a drive designation N: which will access the same physical drive regardless of whether the user is on the server or a workstation. Add this line to your SERVER AUTOEXEC.BAT using your editor
SUBST N: C:\
Restart the computer. Drive N: should now appear in Windows Explorer or My Computer.
Install Probooks to this ‘drive’.
When you run Windows Setup a message mayl be displayed warning you about
the use of SUBST.
Ignore the message. SUBST works fine.
Locate PROBOOKV.EXE in \VPB in My Computer or Windows Explorer. Right click
then select Create Shortcut.
Right click on the Shortcut and select Copy
Click
on the Desktop, Right click and select Paste Shortcut
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Properties for ProBooks Shortcut
Click on the Shortcut and Right click to display the Shortcut’s Properties.
The working directory for ProBooks is the directory ProBooks is installed in.
Target
[Drive]:\[directory]\PROBOOKV.EXE
Normally
C:\VPB\PROBOOKS.EXE
Or on a network using drive N:
N:\VPB\PROBOOKV.EXE
Start In
[Drive]:\[directory]\VPB
Normally
C:\VPB
Or on a network using drive N:
N:\VPB
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Setup & Administration C-5 |
CONFIG.SYS
The CONFIG.SYS shown above is for example only, to illustrate some of the commands or settings described in this chapter. Your CONFIG.SYS may have different or additional settings.
Installing Fonts
To display ProBooks Windows properly and to print ProBooks Windows reports properly, you must install FoxFont and FoxPrint in Windows Control Panel.
FoxFont
FoxFont is a display font used in ProBooks Windows screens.
FoxPrint
FoxPrint is a fixed spacing True-Type font used in printing ProBooks Windows reports and forms.
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You must install these fonts on each workstation that will be running ProBooks
Windows.
Setting up a Windows Printer to print 8-1/2 x 7" Tractor feed Checks
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Setup & Administration C-7 |
When printing 8-1/2 x 7" tractor feed checks in ProBooks Windows, you need to first select the printer you have setup with this customized User Defined Paper Size, then also select paper size, User Defined Size, as you proceed to printing checks.
You will also need to initialize the check form to work with this printer.
In
the Payables or Payroll menu, select Setup, then Modify Check Form.
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Select ProBooks>ProBooks from the Start Menu
or
Double click on the ProBooks
shortcut on your desktop.
Setup installs the following files in a folder named VPB on the drive specified when running Setup.
\VPB
The Visual Foxpro runtime library and related files.
FOXFONT 850
FOXFONT 852
FOXFONT FON
FOXPRINT TTF
FOXTOOLS FLL
FOXUSER DBF
FOXUSER
FPT
VFP6R DLL
VFP6RENU DLL
VFP6RUN EXE
VFPODBC DLL
ProBooks Program Files
PROBOOKV.EXE ProBooks Startup
PV.APP ProBooks Application
WHATSNEW TXT
REPOTBAR DBF
REPOTBAR FPT
VFOXREPO FPT
ABMENUS DBF
ABMENUS FPT
FIXFOXRC COM
LICENSE
DBF
LICENSE TXT
PBWIN ICO
PCA FKY
PCA ICO
PCAUSER DBF
PCAUSER
FPT
CONFIG DEF
CONFIG FP
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Setup & Administration C-9 |
Install Shield Files
Files used by Setup
_DEISREG ISR
_ISREG32 DLL
DEISL1 ISU
PKZIP2.EXE
PKUNZIP.EXE
PKZIPFIX EXE
ORDERPKZ DOC
PKZIP is the compression utility used by ProBooks in the Backup/Restore
utility. Compression provides for faster backup of your data files utilizing
much less disk space.
PKUNZIP is the utility used to uncompress .ZIP files
created by PKZIP.
PKZIPFIX is used to repair a corrupted .ZIP file should
it become corrupted.
You can also use PKZIP to archive other files, whether to save space on your hard drive or when archiving files to floppy disk. PKZIP is often 10 times faster and can save as much as 90% of disk space compared to using DOS COPY or BACKUP commands.
You can obtain a printed manual for PKZIP by becoming a registered PKZIP
user. Information on becoming a registered PKZIP user is found in
REGISTER.DOC.
VPB\SYSTEM
ProBooks System Data Files
These files hold data used for all companies/sets of books in your system, such as the companies list, printer information, sales tax tables, report setups, etc. Also in this system directory are the Help file and the Fixed Assets tables used to calculate depreciation schedules.
VPB\ADMIN
The files in \PROBOOKS\ADMIN are used to control and log user access to ProBooks. Please see the topic Access Control in this chapter for more information.
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VPB\REPORTS
On installation, a directory \PB\REPORTS will be created on the selected drive. In this directory, a number of files with extension .FRX/.FRT and .LBX/.LBT will be installed.
.FRX/.FRT files are report forms used to print ProBooks User Defined reports and forms. Each report from has two files, one with the extension .FRX, and one with the extension FRT.
.LBX/.LBT files are label forms used to print ProBooks User Defined labels. Each label from has two files, one with the extension .LBX, and one with the extension LBT.
VPB\UREPORTS
User Modified Report Form Files
When you modify one of ProBooks user defined reports, forms, or labels, ProBooks will normally place a copy of the original report form found in \PROBOOKS\REPORTS in \PROBOOKS\UREPORTS, and you will be modifying the copy, not the original.
When you run a user defined report, form, or label, ProBooks looks first in \PROBOOKS\UREPORTS, then in \PROBOOKS\REPORTS for the specified form.
VPB\PBMODEL
Each company/set of books will have it’s own set of data files with the extension .DBF located in a separate directory. Most .DBF files will also have an index file of the same name and the extension .CDX. Several .DBF files will have a ‘Memo’ file with the same name, and the extension .FPT.
These files hold the data for the individual company/set of books. When setting up new companies you will specify the drive and directory to be used for the filenames.
The \PBMODEL directory created during installation contains a complete set of data files, which will be used as a model to create additional clients or companies in your system.
VPB\PCANEWDB
This directory is used when data file structures are updated. Data files structures are updated when updating from prior versions of PC Accountant or ProBooks. The data file structure update process adds new fields to your data files in order to enable new features or enhancements.
VPB\BITMAPS
This directory contains bitmap files with the extension .BMP, which are pictures used for logos, icons, and wallpaper.
VPB\FONTS
This directory may contain special font files, but will not necessarily have any files upon standard installation.
VPB\SCREENS
This directory may contain optional ProBooks screen set files, but will not necessarily have any files installed upon standard installation.
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VPB\FORMS
This directory may contain optional ProBooks screen set files, but will not necessarily have any files installed upon standard installation.
VPB\PROGRAMS
This directory may contain optional ProBooks program files, but will not necessarily have any files installed upon standard installation.
VPB\USERS
This directory will contain folders for each user if Access Control is used and may also have folders PBUSER1, PBUSER2, etc. These folders contain temporary files created during program operation.
Temporary Files
ProBooks creates a temporary file used by FoxBase+ each time the program is started. The temporary file is deleted automatically during a normal shutdown of the program. If you exit the program unexpectedly, due to an error condition or hardware failure, the temporary file may be left on your hard disk in the program directory. Each temporary file has a unique name, with the extension .TMP, example:
01AQIO1k.TMP
FoxPro creates temporary files in your user directory when ProBooks is started.
On single user systems, the user directory will normally be the directory ProBooks was installed in (normally \PROBOOKS). On network systems, the user directory will be the directory established for the workstation using adduser. This is displayed in the Data/About screen as Temp Files Path.
If there are .TMP files in the user directory after ProBooks has been exited, they can be deleted.
ProBooks also creates temporary .DBF and .IDX files during normal processing. These files are normally deleted by the program. Sometimes one or more of these temporary files may be left on your drive. Each file has a unique name similar to the following:
A00TPINV.DBF or A00TPINV.IDX or A00TBINV.CDX
or
TINVOICE.DBF or TINVOICE.IDX or TINVOICE.CDX
These files can always be identified by the letters TP at the fourth and fifth position in the name, or T at the first position of the name.
Normally ProBooks deletes these files automatically. Sometimes, they may
not be deleted for various reasons. When this happens, these files may
be periodically deleted.
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Adequate free disk space is required for many file operations. Lockups,
errors, and/or data corruption can result from not having enough disk space
available to perform these tasks.
If disk space on either the client or program drive falls below one megabyte, a warning message will be displayed when you start ProBooks or change companies.
You must always maintain a minimum of One megabyte of free disk space when running ProBooks. If you have very large data files, you should maintain as much free disk space as the size of your largest data file.
You can check the size of your data files by running the File Status Check. To run the file status check, select System, [Setup System], [File Status Check].
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The [Alt]+[B] combination will usually interrupt the program. The Interrupt Program window will appear, and you may select from several options.
During printing, and some other operations, pressing [Esc] will also interrupt the program.
Continue
Select [Continue] to resume the program at the point it was interrupted.
Command
Select [.Command] to run FoxPro or xbase commands. Command should only be used by those experienced with FoxPro or xbase commands, or when recommended by technical support.
Quit
[Quit] allows you to close all files and return to the main menu
Quitting while running a report or register can normally be selected without risk of lost data or file corruption.
Quitting during a posting procedure may result in a partial posting with some data being lost, or only some files being updated as intended.
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If you select [Quit] during a posting, you should immediately print relevant reports to determine if adjustments are necessary.
For example, if you were posting sales invoices, run an Accounts Receivable Aging, a Sales Register and a Detailed Trial Balance.
If one of the reports is missing details from this batch, it might be necessary to re-enter your invoices, void the original invoices, make manual changes to the receivables file, or post adjusting journal entries.
Unexpected Conditions can occur for any number of reasons. If an Unexpected Condition occurs, you will need to select from several options.
Retry
[Retry] retries the program command that resulted in the unexpected condition.
Continue
[Continue] continues with the program without retrying the command that resulted in the unexpected condition.
Try pressing [C]ontinue and see if the program resumes normally. You may press [C]ontinue as many times as required.
Command
[.Command] allows you to run database commands to attempt to determine the cause of the error. Command should only be used by those experienced with using FoxPro or xbase commands, or when recommended by technical support.
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Report
Prints an Unexpected Condition report which may be helpful if you find it necessary to contact customer support. If you print an unexpected condition report, select the [Short] report, unless the [Long] report has been requested by customer support.
[Quit] allows you to close all files and return to the main menu
Quitting while running a report or register can normally be selected without risk of lost data or file corruption.
Quitting during a posting procedure may result in a partial posting, with some data being lost, or only some files being updated as intended.
If you select [Quit] during a posting, you should immediately print relevant reports, to determine if adjustments are necessary.
For example, if you were posting sales invoices, run an Accounts Receivable Aging, a Sales Register, and a Detailed Trial Balance.
If one of the reports is missing details from this batch, it might be necessary to re-enter your invoices, void the original invoices, make manual changes to the receivables file, or post adjusting journal entries.
Re-index Data Files. If Re-indexing does not eliminate the error Re-create the index files. (System, Setup & Utilities, Re-Index/pack, Index all files)
Re-create all index files. Or, if you think you know which group the file causing the problem belongs to, re-create index files for just that file group. (System, Setup & Utilities, ReIndex/Pack Files)
Most often, re-creating the index files is indicated. (System, Setup & Utilities, ReIndex/Pack Files)
However, this error could also be caused by referencing an invalid index tag in a Report Writer setup. If you’re running a Report Writer setup, check the index tags in the setup to be sure they’re valid.
Referencing an index tag that does not exist can sometimes also result in a ‘Variable not found’ error.
File Not Found
If this error occurs while attempting to utilize a user defined form, report, or label, it is probably due to the ‘restore environment’ option in the report form.
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Modify the form being accessed, and select Report, Page Layout, Clear Environment.
For additional information on errors related to user defined forms and reports please see the Report Writer chapter in this manual.
Index Does Not Match Database File
Re-create all index files. Or, if you think you know which group the file causing the problem belongs to, re-create index files for just that file group. ( System, Setup & Utilities, ReIndex/Pack Files)
Quit ProBooks and check your free memory at the DOS prompt using CHKDSK. If you have less than 440,000 free memory, you should reconfigure your system to make more memory available for ProBooks.
If Insufficient Memory occurs in ProBooks Windows, you may need to close other Windows applications to make more memory available.
Not a Database file
‘Not a database file’ usually happens only if ProBooks is exited abnormally. This might happen if you’re forced to re-boot without first exiting ProBooks due to a lockup. A power outage or computer crash has the same effect.
A less frequent but possibly related error is
’Memo file is missing or
invalid’
When this happens, data held in memory does not get written to disk as was intended, files may not be closed properly, and information in the disk FAT table may not correspond to what’s on the disk. When .DBF files are not closed properly, the file header does not get updated with the most recent changes and may no longer match what the computer reports is in the file, resulting in the above error.
A shareware program FIXFOXRC.COM can repair the most common form of .DBF file header corruption (record count doesn’t match). If you don’t have this program, you can request it from PCA customer support. This, and several other file repair utilities, are also available on Compuserve in FOXFORUM.
Record count corruption can also sometimes be repaired if you have a .dbf file compatible program which will open the file and let you save it again.
More extensive damage can sometimes be repaired using a third party .DBF repair program such as PC Tools, Norton Utilities, or dSalvage Professional.
In some cases you must simply restore from your last backup.
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What to do
1. Determine which file(s) is corrupted.
You can check the status of all of your files by running File Status Check. (System, Setup System, File Status Check)
An error message ‘Not A Database File’ will be displayed each time a corrupted database file is found. Make a note of the file name (the last file name displayed on the screen) each time you get the error message.
2. Try to repair the corrupted file(s), or Restore from backup.
If you haven’t entered much activity since your last backup, the easiest way to get back in business may often be to restore from your last backup.
You can also try to repair the corrupted files with one of the methods noted above. Sometimes it can be impossible to restore a corrupted file. In this case, you must restore either all files, or at least the corrupted file, from your most recent backup.
Lockups
If you experience frequent lockups, or the ‘not a database file’
error frequently, there is a problem with your system or your system setup
which should be corrected before continuing.
The System Settings Report
(System, Setup & Utilities, System Reports) can help you review your system
setup for possible problems.
Using FIXFOXRC to fix a .DBF file with a corrupted record count
After determining the complete filename of the files causing the ‘not a database file’ errors, exit ProBooks to the DOS prompt.
In the example, we want to test a file named \PCAMODEL\ARCUSTO.DBF To test the .DBF file header:
FIXFOXRC -T -V \PCAMODEL\ARCUSTO.DBF
-T is for test
-V is for verbose, which means show a lot of information
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z:\pbmodel\arcusto.dbf:
file size: 33789 bytes
original # records: 45
number
of fields: 55
record size: 711 bytes
correct # records: 45
no change 45
This file shows no discrepancies.
When there is a discrepancy between ‘Original records’ and ‘Correct records’ FoxPro will report ‘not a database file’. Use the command example below to correct the record count in the file header.
n:\sales\aspec.dbf:
first byte of file: 0x45
not a fox database file
This file can not be fixed with FIXFOXRC. You must restore from your backup (or perhaps try another utility with additional capabilities).
Sometimes you can restore just one file from your backup, but this file may be ‘out of sync’ with your other files.
Sometimes the easiest way to proceed is to restore the complete backup and re-enter anything which has been done since the backup was made.
To fix the .DBF file header, if the actual record count does not match
the record count in the file header:
FIXFOXRC -V \PCAMODEL\ARCUSTO.DBF
This will only happen if your disk drive becomes full. Sometimes you may think you have plenty of available space, yet still get an error. You should always keep at least 1mb of free disk space available on the drive which holds the ProBooks program directory. ProBooks creates temporary files which can be over 500kb on startup, and requires free disk space for tasks such as reindexing.
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If you receive this message you should immediately quit to DOS and make space available on your hard drive. If this error occurs during a posting operation you may have corrupted data. You should verify your data by printing related reports and checking for accuracy. You may be able to repeat the procedure you were attempting without any loss of data.
This error can occur when attempting to run DOS commands if ProBooks is operating in an environment where there is little free memory available after ProBooks is loaded. ProBooks can run in 440,000 kb of free memory, but it may take more to be able to run DOS commands. This may vary from system to system. You should configure your system to allow enough free memory so that this message does not occur when Dos commands are attempted.
A ‘sharing violation’ error may result if the FoxPro library files are not marked read-only with the ATTRIB command, or using File Manager, or if two users are attempting to share the same user directory.
You may have more than one user directory on the same drive, but two users
can not share the same user directory.
Please refer to the Peer-to-Peer network setup section in this chapter for details on setting file attributes.
Press [About] from the Ledger menu and check ‘Temp Files Path' from each workstation. If two workstations show the same user directory, recheck the steps detailed in the section ‘Workstation Setup’ for each workstation.
Unable to Create Program Workspace
This would normally only occur when you try to start ProBooks if your disk drive has become full, or nearly full. ProBooks creates temporary files which can be over 500kb on startup, and requires free disk space for tasks such as reindexing.
If this message occurs, make space available on your hard drive, or if you’re running ProBooks on a network, on the hard drive that hosts your workstation’s user directory.
Variable not found can occur for innumerable reasons, among them:
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If you’re running a report setup, or printing using a user defined form you’ve modified, the first place to look would be the changes you made in the report form. Try running the original report sample and see if the same error occurs.
If variable not found errors occur after you (C)ontinued from another error, it’s likely they are a result of the previous error. Correct the problem that resulted in the original error first, then see if the subsequent errors go away.
For additional information on errors related to user defined forms and
reports, please see the Report Writer chapter in this manual.
All users on the network should be familiar with these messages, and what
to do in case retrying continues for an excessive length of time.
If each
user does not have a copy of this manual we suggest you copy these pages
and distribute one copy to each user.
Attempting to obtain Exclusive Use of a file
Packing (removing deleted records), Re-indexing, and Zapping (removing all records) require exclusive use of a file.
Exclusive use of a file can not be obtained if another user currently has the file opened for shared or exclusive use. Retrying is automatic until the file becomes available.
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Setup & Administration C-21 |
Xcancel
If the message is displayed during a posting or updating operation, you
should normally wait until the file has been closed by the other user(s)
and the operation can be completed.
Esc
If the wait time seems to be excessive, it may be necessary to interrupt the program by pressing [Esc].
Quit
If interrupting the program becomes necessary, normally you should select [Quit] and Return to main menu.
If the message is displayed during a non-posting operation, such as exiting
a card file after cards have been marked ‘Deleted’, or running reports,
you can usually select [Xcancel] safely.
Attempting to access file locked by another user.
Packing (removing deleted records), Re-indexing, and Zapping (removing all records) require exclusive use of a file.
A file can not be opened by another user when it is currently opened exclusively by any user for Re-indexing, Packing, or Zapping. If a user tries to access a file being used exclusively by another user, this message will be displayed. Retrying is automatic until the file becomes available.
If this message appears, you should wait until processing continues automatically. If you have average size files, this wait would normally be less than a minute. The wait time will be a factor of file size, hardware performance, and the number of users accessing the server simultaneously.
Esc
If the wait time seems to be excessive, it may be necessary to interrupt the program by pressing [Esc].
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Quit
If interrupting the program becomes necessary, normally you should select [Quit] and Return to main menu.
Continue
Continuing, if the requested file has not been opened, would likely produce undesirable results, possibly additional error messages, and might result in corrupted data.
Appending blank records to a file requires that the file be locked.
A file can not be locked when it is currently locked by any other user. If a user tries to lock a file which is locked by any other user, this message will be displayed. Retrying is automatic until the file becomes available.
If this message appears, you should wait until processing continues automatically. If you have average size files, this wait would normally be less than a minute. The wait time will be a factor of file size, hardware performance, and the number of users accessing the server simultaneously.
Esc
If the wait time seems to be excessive, it may be necessary to interrupt the program by pressing [Esc].
Quit
If interrupting the program becomes necessary, normally you should select [Quit] and Return to main menu.
Continue
Continuing, if the requested file has not been opened, would likely produce undesirable results, possibly additional error messages, and might result in corrupted data.
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Setup & Administration C-23 |
Appending blank records to a file, and some other less frequently used operations, lock an entire file.
Editing a record using Browse, and some other operations, lock the record being edited.
A record can not be locked if the file, or the record, is currently locked by any other user. If a user tries to lock a file which is locked, or being used exclusively by any other user, this message will be displayed. Retrying is automatic until the file becomes available.
If this message appears, you should wait until processing continues automatically. If you have average size files, this wait would normally be less than a minute. The wait time will be a factor of file size, hardware performance, and the number of users accessing the server simultaneously.
Esc
If the wait time seems to be excessive, it may be necessary to interrupt the program by pressing [Esc].
Quit
If you have to interrupt the program, normally you should select [Quit] and Return to Main Menu.
Continue
Continuing, if the requested file has not been opened, would likely produce undesirable results, possibly additional error messages, and might result in corrupted data.
Interrupt Program
In case an endless attempt to lock a file or record occurs, it may be necessary to interrupt the program. Program execution can be interrupted by pressing [Esc] or [Alt]+[B].
When [Esc] or [Alt]+[B] is pressed, the following window will be displayed:
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Continue
Select [Continue] to resume processing from the point at which the program was interrupted.
Command
Select [.Command] to run FoxPro or xbase commands to attempt to determine the cause of the problem. Command should only be used by those experienced with FoxPro or xbase commands, or when recommended by technical support.
Quit
[Quit] allows you to close all files and return to the main menu
If, after several attempts, [Continue] has not caused your program to resume, you may need to [Quit].
Quitting while running a report or register can normally be selected without risk of lost data or file corruption.
Quitting during a posting procedure may result in a partial posting, with some data being lost, or only some files being updated as intended.
If you select [Quit] during a posting, you should immediately print relevant reports to determine if adjustments are necessary.
For example, if you were posting sales invoices, run an Accounts Receivable Aging, a Sales Register, and a Detailed Trial Balance.
If one of the reports is missing details from this batch, it might be necessary to re-enter your invoices, void the original invoices, make manual changes to the receivables file, or post adjusting journal entries.
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The ProBooks menu system is customizable. You can add or delete any menu item, or add optional menu items for custom programs.
When Access Control is enabled (see following section) only the menu items a users is authorized for appear in the menus.
Menu items can be set up to run:
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Setup & Administration C-27 |
Setting Up Menus Options
Menu Tab
Themain menu group the option will appear in (System, Ledger, etc.)
System/Reports/Setup
The menu subgroup the option will appear in.
Caption
The caption that appears on the menu button. To make a Hotkey precede a character with \<.
Program/Form
A Visual Foxpro program or application .PRG, ..FXP, APP, .EXE
Enter the
program name ACLIENT
A Visual Foxpro Form, .SCX
Enter the form name preceded
by ‘f’ fVRCUSTO
A Windows program
Enter the program name preceded by ‘!’ !NOTEPAD
An
MSDOS program
Enter the program name preceded by ‘#’ #COMMAND
Description
The text to display in the description box.
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Access Control
This Section of your Manual should only be made available to those who
will have authority to control user access to your system.
Backing Up Control Files
EVERY TIME YOU MAKE CHANGES TO THE ACCESS TABLE, USE DOS OR WINDOWS FILE
MANAGER TO BACKUP THE DIRECTORY \PROBOOKS\ADMIN
TO FLOPPY DISK AND KEEP
THE FLOPPY DISK IN A SAFE PLACE.
IN CASE OF HARD DRIVE PROBLEMS OR OTHER
CORRUPTION OF THE ACCESS FILES, THIS WILL BE THE FASTEST WAY TO REGAIN
ACCESS TO PROBOOKS
IF YOU DON’T HAVE A BACKUP DISK, YOU MIGHT HAVE TO RE-INSTALL
PROBOOKS AND SET UP YOUR ACCESS TABLE, USERS, AND PASSWORDS FROM SCRATCH.
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Setup & Administration C-29 |
Access/Passwords
Users/Passwords
Select [Users] to activate the Users screen.
Enable/Disable
Select Enable to enable access control for the active company/set of books.
Select Disable to disable access control for the active company/set of books.
AutoUpdate
If AutoUpdate is on, if access control is added to new buttons by modifying ProBooks screens, a new entry will be automatically added to the access table the first time that button is used.
Add
Add a new item to the access table.
Edit
Edit an item in the access table.
Report
Load the Report Writer setup for printing an access table report.
Options
Edit the program options column in the access table.
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C-30 Setup & Administration |
List
Load the Report Writer setup for printing a listing of access table program options.
Activate a Browse window to view the Access Log.
List
Load a Report Writer setup for printing a report from the Access Log.
Setting Up Users, Passwords, and Access Control
ProBooks can limit access using User Names, Passwords, and Access Groups.
The system administrator can, for example, allow certain users to enter invoices and sales orders, or other users to inquire as to inventory levels, etc., without letting all users have access to Income Statements and Checking Accounts, etc.
When Access Control is enabled for a company/set of books, users must log-in with an authorized user name and an optional password.
Full Access is available for an access group when all items in the column for the group are checked.
Access to any button listed in the access table is disabled when the checkbox for the item is unchecked.
To quckly set up Groups
Right Click over a column most like the group you
want to create.
This activates a shortcut menu with options to
Check All
Uncheck
All
Copy
Paste
Select Copy
Right Click over the column heading for the group
you want to set up
Select Paste
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Setup & Administration C-31 |
Users
Setting Up Users and Passwords
Add
Select [Add] to add a new user.
Edit
Select [Edit] to edit a user record.
Select [Print] to load a Report Writer setup to print a user report.
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User Name
The user’s User Name.
Password
The user’s Password.
Access Level
The Access Group or Level for this user.
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