Expert: Jamey Key - 10/31/2009

Question
Hi Jamey,
I am developing my first database using filemaker 10.Its a stores control system that will be used by the purchasing department to generate orders, the stores for receiving and issuing items and the various user departments for requestind from the store.
I am able to do all these by now, but an stuck on one thing.

I need the system to be archiving records after every month, that is, it should be able to carry forward the end months closing stock and use it as the new months opening stock and then archive and mark the previous months entries as read only so that users can still refer to them but they wont be able to modify them. Is there a script or a series of steps that i can follow to be able to achieve this?
Thanks
Jyory

Answer
Hello Jyory;

Yes, you can do that.  You will have to familiarize yourself with the script steps and with access privileges.  To carry forward the end month numbers, capture them in a variable.  There is a script step called "set variable", and you will have to instruct it to set the variable from the number  you wish to carry forward.  The variable is a temporary holding location so that you can use it later.  You have to name the variable with a dollar sign so the variable might be named "$closing".  And then when you create the new month, you can set the opening stock field "$closing".  There is a separate script step for setting the field.

As for archiving the previous months records, you may want to use access privileges for that.  Simply, each privilege set would only be able to edit records that are only in the current month.

If you need help with any of this, email me directly and I will try to help you.

Jamey
jameykey@jkat.com