Bases

This window is displayed by clicking on the Base codes option in the Reference codes menu

Base codes/ delivery addresses are used to define the source or destination for items in road manifests. The base code itself defines the base name, address and phone details while the base contacts can be used to define contact details for individual people working at the base. Hence this can also double as a telephone directory.

Base contacts in this screen are shown for the currently selected base. To see all base contacts in a single table, use the Base contacts option.

Upper grid

1. Click "+" to open dialog and add a new Base record (click "▲" to open an existing record to edit, and "-" to delete a record)

2. Enter a meaningful code up to 6 characters long.

3. Enter the name and physical address of the base.

4. Enter the main phone number for the base.

5. Check the appropriate boxes to indicate if the base has inventory tracking and is usable in boat, air or road manifests

Lower grid

6. Click "+" to open dialog and add a new Contact record (click "▲" to open an existing record to edit, and "-" to delete a record)

7. Check the box if the contact is current. If an individual leaves the depot, the record needs to be retained for past road manifest reference, but by blanking this check box, the name will no longer appear in the drop down in the road manifest.

8. The contact code would normally be generated by the program as explained below. These should be unique.

9. Most commonly a name is entered as first name then last name. However it may be that a position, such as Store manager is used instead.

10. Enter the individuals phone and mobile numbers and email

11. Normally you would generate the code from the name, using this button. The code consists of 3 characters from the last name, the initial of the first name and a 2-digit number to ensue uniqueness. Since individuals often moved from base to base, it is possible for them to have multiple entries in the database.

12. Where the person’s name is not know a position can be entered instead. You may wish to define a prefix for the code of 4 characters. Clicking this button will add a unique 2-digit code to the end.

There are options on this screen to replace existing base codes and contacts with new values in the road manifests and to delete those that are not currently used.

13. [Check unused] will scan the road manifest for each base code and contact code and mark those that have not been used.

14. [Remove Unused] will delete them.

15. [Undelete] will redisplay deleted all records, in case you accidentally deleted one you meant to keep.

16. The show radio buttons determine which records are displayed in the grid.

Document Bases.htm