Chapter 6

Utilities and Miscellaneous Topics

This chapter tells you how to use some utility functions and miscellaneous features of the MAX. This chapter contains the following modules:

Viewing A Formula

Determining Which Version of the MAX Software You Are Using

Using the Built-In Calculator

Importing Data from Lotus 1-2-3 Spreadsheets

Exporting Data to Lotus 1-2-3 Spreadsheets

Changing System Parameters

Deleting Account(s) From the PC

Merging receipt accounts

Splitting receipt accounts

Viewing a Formula

Instructions

Step	When you do this...	...the system does this.
1	Position the cursor bar on a formula amount field, select the HELP-FORMULA option.	Displays the formula that was used to generate the amount.
2	When you have completed reading the information, select the OK button.	Redisplays the MAX Data Entry application.

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Determining Which Version of the MAX Software You Are UsingInstructionsDetermining Which Version of the MAX Software You Are Using

Instructions

Step	When you do this...	...the system does this.
1	Select the HELP-ABOUT option.	Displays the About MAX data entry box which contains the following information: a. the present version of the software b. the date this version came online c. the amount of free memory available on your PC after loading the MAX Data Entry application.
2	When you have completed reading the information, select the OK button.	Redisplays the MAX Data Entry application.

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Using the Built-In Calculator

Instructions None

Notes The Data Entry application permits you to access the Windows calculator installed on your PC. Different users may have different calculators; consequently, detailed instructions are not provided in this module. For more information, see the instructions that came with your calculator (e.g., its online help).

At this time, you can't copy a value from the calculator into an account amount. However, this feature is planned for a future release of the Data Entry application.

Importing Data From Lotus 1-2-3 Spreadsheets

Instructions

Step	When you do this...	...the system does this.
1	Select the FILE-IMPORT option.	Displays the Save As box.
2	Select the drive, directory, and filename from where you want to import.	Imports the account and displays Account Schedule Selection screen.
3	Select the schedule you want. And click-on the select button.	Opens the file.
4	Select the FILE-SAVE options.	Saves the imported file, including any editorial changes you may have made.

Notes Restrictions to keep in mind regarding this system function:

All data must originate on the OMB Host. Put another way, you can't import a spreadsheet that you initially created on the PC.

You can't import data to the Data Entry application without previously having exported it from the Data Entry application. Put another way, any account you import must already exist on your PC.

You can only change amount values in Lotus; you can't make changes that would result in the addition or deletion of lines when the data are imported into the account. For example, you can't insert a line in Lotus 1-2-3 and then import the change into an account.

Changes made in Lotus are applied only when the user saves the account. That's why using the FILE-SAVE option is included in the instructions subsection above.

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Exporting Data to Lotus 1-2-3 Spreadsheets

Instructions

Step	When you do this...	...the system does this.
1	After making changes to an account on the MAX Data Entry application (and with that account still open), select the FILE-EXPORT LOTUS.WK1.	Displays the Save As box.
2	Select the path (drive, directory, and filename) to where you want the file exported.	Exports (i.e., writes) the account to the path/filename you specified.

Notes When you export an account, you must provide a name for the file into which the system will place its data. The default filename is PCMAX.xxx (where xxx is WK1 for a Lotus file). You may change the default filename to one of your own. The file can be on the hard drive (e.g., C:\LOTUS\FEBDATA) or a floppy (e.g., A:\FEBDATA). If the filename already exists, the system gives you the option to overwrite the existing file. Regardless of what you name the file, its data will be in .WK1 format.

Restrictions to keep in mind regarding this system function:

All data must originate on the OMB Host. Put another way, you can't export a spreadsheet that you initially created on the PC.

You can only change amount values in Lotus; you can't make changes that would result in the addition or deletion of lines when the data are imported into the account. For example, you can't insert a line in Lotus 1-2-3 and then export the change into an account.

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Changing System Parameters

Instructions

Step	When you do this...	...the system does this.
1	Select the OPTIONS-CONFIGURATION.	Displays PC MAX Configuration box which lists selected options.
2	PERSONAL DIRECTORIES Change -- System Directory -- User Directory -- Data Directory	Default C:\MAXA11\SYSTEM C:\MAXA11\USER C:\MAX A11\DATA
3	USER OPTIONS Change -- Ask before downloading table updates -- Save and load workspace -- Print All Schedules -- Print on Selected Years -- Turn on Timed Automatic Backup -- Default Exercise
4	SETUP Printer	Displays selected printer
5	a. To save your new parameters for this and future interactive sessions, select the Save button. OR b. To use your new parameters for the remainder of this session, but not write your changes to disk, select the Use button.	Writes your new system parameter changes to disk. Uses the new system parameter values for the remainder of this particular interactive session only.

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Deleting Account(s) From the PC

Instructions

Step	When you do this...	...the system does this.
1	Select the FILE-DELETE options.	Displays the Select an Account to Delete box which lists the accounts available on the system.
2	Use the UP/DOWN ARROW keys to view all the accounts names in the list.	Scrolls through the listing to display all the accounts.
3	Select the account(s) you want to delete.	Highlights the accounts.
4	Click on the delete button.	Displays a Delete Confirmation Box.
5	Select yes, yes to all, no, or cancel.	Deletes the user-specified account.

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Merging Receipt Accounts

Instructions

Step	When you do this...	...the system does this.
1	After you have download to your PC all the receipts accounts you would like to merge, select OPTION-MERGE RECEIPT ACCOUNTS option.	Displays a Merge Receipts Parameter box.
2	Select the exercise and version.
3	Select the OK button.	Displays a MAX A-11 Information box with the message: "Merged # receipt accounts."
4	Select the OK button.

Notes: Once you have merged all your receipt accounts, you can either edit the merged account using the MAX A-11 application or export the merged account into Lotus.

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Splitting Receipt Accounts

Instructions

Step	When you do this...	...the system does this.
1	Select OPTIONS-SPLIT RECEIPT ACCOUNTS option	Displays a Split Receipts Parameters box.
2	Select the exercise and version.
3	Select the OK button.	Display a MAX A-11 User Query Box with the message: AThis will replace the data in all PB1997-MASTER receipt accounts - Do you wish to continue?@
4	Select yes or no.	Display a MAX A-11 Information box with the message: ASplit # receipt accounts.@

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