1. 10- 1 Chapter 10

2. To familiarize you with  Main types of computer-generated reports  Techniques used for efficient printing of group reports and control totals  Control break processing and control break printing 10- 2

3.  Detail or Transaction Reports ◦ Include one or more lines of output for each input record read  Exception Reports ◦ Printout of individual records that meet (or fail to meet) certain criteria  Summary Reports ◦ Summarizes rather than itemizes to provide more comprehensive information 10- 3

4.  Produces summary report using control fields to indicate when totals are to print  Records with same value for control field grouped together in file  Totals printed for each group of records with same control field value  Break occurs when that field value changes 10- 4

5.  Consider file of sales records, each with three fields: ◦ Salesperson's department number, salesperson's number, sales amount  We’ll make Department number the control field  Records must be in sequence by control field ◦ All records for salespeople in Dept 01 followed by records for those in Dept 02, … 10- 5

6. 01 12345 098855 01 12346 353700 01 12347 003499 02 12222 987700 02 12234 008777 10- 6 Amt-Of-Sales-In SlsNo-In Dept-In

7.  Report includes detail printing ◦ One line for each record with salesperson's amount of sales  Report also includes summary lines or group printing ◦ Total line written for each department ◦ After all records for Dept 01 read and printed, total for Dept 01 printed ◦ Same is done for Dept 02, and so on 10- 7

8. Dept Salesperson No Amt of Sales 0112345$988.55 0112346$3,537.00 0112347 $34.99 Total for Dept is$4,560.54 0212222$9,877.00 0212234$87.77 Total for Dept is$9,964.77 10- 8

9.  Records must be in sequence by control field (department number)  Sales records for Dept 01 read in, printed, Dept total accumulated  Continues until record read in with different Dept number  Change in Dept triggers printing of Dept total for Dept 01 10- 9

10.  Single-level means program has only one control field whose value triggers printing of totals  Control break is change in the control field value when a record is read. 10- 10

11.  Many steps (initialization, heading routines) same as previous programs  Detail routine must be modified to check for control breaks  New module added to handle control break processing 10- 11

12.  For first record read, move control field to hold area in WORKING-STORAGE  If control field of subsequent records is same as hold area ◦ Perform detail processing  If they are not equal, control break occurs ◦ Perform control break routine 10- 12

13. When control field is equal to hold area  Add amount to control total  Print detail record (if desired)  Read next record 10- 13

14. If control field of record read is not equal to hold area  Print control total for previous group  Initialize control total field to zero  Reinitialize hold field with new control field value  Perform detail processing as in previous step 10- 14

15.  First record has no previous control field value for comparison  Add field to use as "flag" to determine if record is first one processed (e.g., First- Record initialized to 'YES')  When record read, if First-Record = 'YES' ◦ Save control field value in hold area ◦ Turn "off" flag by setting it to 'NO' 10- 15

16.  Totals printed when record with new control field is read  Last group of records has no subsequent record to trigger printing  We need statements in end of job routine to move final group total to output record and print it  Then probably print the grand total 10- 16

17.  May accumulate final total by ◦ Adding amount from each record to control group total and final total. ◦ Adding control group total to final total in control break routine  Second method more efficient since additions made once for each group instead of once for each record 10- 17

18.  Suppose a sales record is created each time a salesperson makes a sale  Each salesperson may have multiple sales records  Report will include two levels of totals ◦ Total sales for each salesperson ◦ Total sales for each department 10- 18

19.  Two control fields: Dept-In and SlsNo-In  Records sorted by major control field (Dept- In) then by minor control field (SlsNo-In)  Don’t forget about the data needing to be in order, may have to sort first. 10- 19

20. Dept-In SlsNo-In Amt-Of-Trans-In 01 004 127.23 01 004 100.14 01 006 027.45 01 006 052.23 01 006 126.27 02 003111.14 02003027.23 10- 20 2 nd level sort

21.  Two hold areas, one for each control field  Check for control break on each ◦ If no change in Dept-In or SlsNo-In, just add Amt- Of-Trans-In to salesperson total ◦ If Dept-In changes, perform major control break routine ◦ If no change in Dept-In but SlsNo-In changes, perform minor control break routine 10- 21

22.  Begins by forcing minor control break ◦ This processes last salesperson’s total for previous department ◦ Even if salesperson is the same on the next record  Print department total  Reinitialize department total to zero  Save new Dept-In in hold area  Print heading for new department 10- 22

23.  Print total for previous SlsNo-In  Add salesperson total to department total  Initialize salesperson total to zero  Move new SlsNo-In to hold area 10- 23

24.  Control break program may have any number of control fields  All input records must be in sequence by minor control fields within intermediate control fields within major control fields  Sort file before processing if records are not already in this order 10- 24

25.  Control break routines ◦ Higher-level breaks force lower-level breaks ◦ Appropriate control total line printed ◦ Appropriate control total is initialized ◦ Appropriate control field is initialized 10- 25