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Title

Deleting Records Using the DFDM Utility 
ID 0000000037 
Subtitle For the Data File & Maintenance (DFDM) Utility 
Description This procedure will help you modify records. See other articles for other processes. 
Text The DFDM Utility is a multi-purpose file analysis and maintenance tool used to access and examine the contents of MAS 90/200 data files. This utility can be used to view, modify or remove data records.

IMPORTANT: The DFDM Utility contains options capable of modifying MAS 90/200 data files. There is no audit trail available for records modified through this utility, so BACK UP all files to be modified before executing and changes or deletions of records!

To access the Data File Display & Maintenance (DFDM) Utility, select it from the "Repair" menu.

DFDM allows you to modify the content of the numeric or string data records. Using any combination of the modification options provided, users are not restricted to simply replacing the contents of a data field. You may also increase or decrease field length, delete the contents of the fields, or change alpha fields to numeric fields and vice versa.

IMPORTANT: This modification feature should only be used to repair records damaged by hardware or software errors.

HOW TO IDENTIFY DAMAGED RECORDS:
the most important function of the DSDM is to determine which record within a data file is damaged. After a damaged record is identified, selecting the appropriate corrective action becomes straightforward.

To see if a particular record is damaged, see the points below:
1. For direct files, always verify that the key information displayed matches the data information displayed. The information labeled "KEY=" and enclosed by brackets should exactly match the information displayed on the first data line. A mismatch indicates that either the directory of the file or the key portion of the data record has become damaged. If the Key portion of the data record appears damaged, click on the 'Edit' button in the DFDM window to enter the correct information. For details on the data fields that constitute the key, refer to "File Names and Keys" in the Appendix. If the number of numeric variables in the record differs from those in the file layout lists, the variable indexes cannot be deleted or added. The entire record must be deleted then reentered.

2. Check for invalid characters appearing in the data fields. Non-standard ASCII characters will appear as question marks ("?"). If any question marks are displayed within a data record, this usually indicates that the record has been damaged. A damaged data field may be corrected in the "Edit" window. You can also delete the entire record with the procedure below.

IMPORTANT: A single question mark does not necessarily constitute damaged data. Date fields may contain legitimate question marks as part of the year data. However, if the question mark represents anything other than an unprintable character in a data field or binary data field, it is an indication that the record is probably damaged. For an explanation on how dates are stored, see step 4 below. Review each data field within a record carefully to ensure that data appropriate to the field is displayed. Refer to File Layouts in the Appendix to determine the starting position and length of each data field. Ensure that all numeric fields are displayed as numbers. Numeric fields must not contain strings. Numeric fields are always displayed as a separate variable with a mask showing two or more decimal places. Click the 'Edit' button in the DFDM utility to enter the proper data for the damaged field.

2. Date fields cannot be easily verified since year information is stored in a special compacted form. The format of the date fields is YYMMDD, where YY is a compacted representation of the four-digit year. MM is a two-digit month and DD is the two-digit date. For example, the date 5/31/99 is stored as ?&0531 where ?& represents 1999. When interpreting or modifying a date field, refer to the Compacted Date Table for character values of commonly-used years. 
 
Resolution TO DELETE DATA RECORDS:
IMPORTANT: Occassionally, power interruptions or defective hardware components can corrupt individual data records. These records may be removed from the database if necessary. Remember that removing records from your database can result in "out of balance" conditions in your accounting data. File removal may also leave detail records in subsidiary files without corresponding masterfile records (e.g., Invoices in the "Open Invoice File" with no matching customer in the "Customer Masterfile").

1. With the record displayed in the DFDM window, click the 'Delete' button to begin deleting the record. a confirming message will appear.

2. Click on 'Yes' to delete the record, 'No' to cancel the procedure and retain the original record.

 
Related Link 1 http://www.tekoasoftware.com/support 
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