The Database Map Editor is the work area where you view, add and edit the Database Map items (folders, tables and table fields) that are listed in the Database Map tab of the Report Designer window. It is also where you enter and maintain the data to be used to populate the table fields when a report is generated. Data can be entered at both the Practice and Client level, depending on the level at which you opened Report Designer for the particular session.
Database data can also be entered and maintained via the Generating Reports window.
Use the Expand (+) button to expand all the nodes on the Database Map tree. To expand only a particular node on the Database Map tree, click the Expand (+) button to the left of that node.
Use the Collapse (-) button to collapse all the nodes on the Database Map tree so that only the top level nodes are displayed. To collapse only a particular node on the Database Map tree, click the Collapse (-) button to the left of that node.
There are many ways to open the Database Map Editor, such as double-clicking an item in the Database Map tree or by clicking one of the following on the toolbar.
New Database Map Folder
New Database Map Table
Edit Database Map Item.
The Database Map Editor window has different fields and options within it depending on the type of Database Map item you are working with. When working with folders or tables and their fields, you will be working in the Design View of the Database Map Editor window. In addition, when entering the actual data values to be used in the tables for the selected client ledger, you will need to change the window to the Data View.
To view the Database Map Editor window, click the Table Data / Table Design button to change between the Design View and the Data View of the Database Map Editor window when you are working with a table. The Table Data / Table Design button is disabled when you are adding or editing a folder.
Design View
This view is used to add and edit folders and tables in the Database Map. There are 2 fields in the Database Map Editor — Folder Name and Parent Folder.
If you change a Master level table by adding lower level child components to it, you may lose those changes in the event of any updates to the Master Database Map items being issued by MYOB. To prevent this you can save the Master level table to a lower level before applying any changes. Text fields cannot contain spaces and the following symbols: \ / @ [ ] ( ) ! % ^ * - + = { } < > , “ ‘
Data View
The Data View display of the Database Map Editor window is where you enter the actual data values for the fields in the selected table. It is also used to view and edit data in a Database Map table. These data values will be the values that are used in the reports when reports are generated for the client whose data you are entering.
When a data field is designed, it is defined by a name, a type and a field description. The type of field selected controls how data is entered into that field in the Data View, e.g., whether text or numbers can be entered or the maximum number of characters that can be entered.
The layout of the Data View window varies, depending on whether the selected table has been set to contain multiple records or a single record in the Design View. If multiple records are contained in the selected table, then the Data View window will be split to show the data fields at the bottom of the window and the various values entered for them in the top part of the window. If only single records are allowed in the table, then only the data fields information is displayed in the window.
When a report is generated for the selected client, if the field being referenced does not contain any client data, the Practice level data is used in Client level Formats. Where a database field contains data at both the Practice and Client level, a Format accessed at the Client level will use the data that was entered at that level. Text fields cannot contain spaces and the following symbols: \ / @ [ ] ( ) ! % ^ * - + = { } < > , “ ‘
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