3.1 Maintenance Data

This topic describes about maintenance data in Oracle FLEXCUBE.

Table 3-1 Maintenance Data

Maintenance Data	Descriptions
Maintain Static Data	Data that remains constant over a period of time is called Static Data. Usually, such data will be commonly accessed by more than one module. The following are some typical examples of static data: The details about the currencies that are used in your bank The details about the brokers with whom you may deal The details of End of Cycle functions that should be executed automatically Such data is maintained in tables. Once the data is entered in a table, it has to be authorized before it can be used by any function. Each item in a table is called a record. Each record has a key that uniquely identifies it. For example, when you open a record for a broker, you should allot an identification code. This code, called the Broker ID is unique to the broker whose details you are defining and cannot be allotted to any other broker. Thus, the Broker ID identifies the broker for whom the details have been defined. In a similar fashion, you have to allot unique codes to each currency, dealer, etc. While you are defining a record, you have to enter the key first and then go on to define the attributes for it. These attributes will automatically be picked up when the key of the record is involved in a transaction. For example, you define Alexander (with a Broker ID of Alex) as a broker and indicate that the brokerage should be booked in advance. Whenever Alexander is involved in a transaction, the brokerage will be booked in advance.
Types of Fields	You will encounter three types of fields in most screens: Mandatory fields Optional fields Conditional fields Mandatory Fields: Of the many fields in a screen, the inputs to some may be mandatory. This means that you cannot save the record without giving a valid input in such fields. Optional Fields: The inputs to some of the fields in a screen may be optional. You may or may not give an input to such fields. Further, an optional field may have a default value; a value that the system puts in the field if you do not enter anything. Unless you change this default value, it will be taken as the input to the field. However, please note that all optional fields need not have default values. It is possible that some fields can be left blank. Conditional Fields: There are some fields, which take input based on data in some other field(s). Option lists: Inputs to certain fields can be picked up from the option list provided with the field. The option list will contain values that are valid inputs to the field. After you have made all your inputs, save the record by clicking Save icon. Click Exit button to exit this screen
Add a New Record in a Table	To add a new record in a table, click new icon when the ‘Detailed View’ screen of the table is invoked. A new input screen for the table with no values in it will be displayed; with the cursor positioned at the key field. Note: Certain tables are attached to a specific branch. Which means that a record defined in the table will be applicable only for the branch in which it was opened. For such tables, the Branch Code will be displayed along with the key of the record. This Branch Code will be that of the branch where the record was defined and you cannot change it. If you want to open a record in a different branch, you should sign-on to that branch (by invoking the Change Branch screen from the main menu). Enter a unique value in the key field and go on to define its attributes. At each field, press F1 for help on what the field is about and the inputs it takes. If you give an invalid input to any field, an error message will be displayed.
Delete a Record in a Table	A record that has been defined will be available for any functional operation only after it has been authorized. Before the addition of a record is authorized, you can delete it. A record can be deleted only from the detailed view of a record. In the Detailed View screen the table will be displayed with all the values that have been defined for the record. You can click delete icon. You will be prompted to confirm the deletion before the record is deleted. Note: In the Summary View screen you can only print the details of the highlighted record. Any operation on a record like deletion, modification, cancellation etc. will have to be carried out through the Detailed View screen.
Copy the Details of a Record	Very often, you may have to enter into a table a record that closely resembles an existing record. In such a case, you can copy the details of the record that has already been defined. You can then change the attributes that are different for the new record. At the Summary View or the Detailed View screen of the table, click Copy icon when the record you want to copy is highlighted. The input screen for the table will be displayed with all the details except those in the key field(s). Enter the appropriate value(s) in the key field(s) that are applicable for the new record you are defining. You can change the input in any field. The validations that are done when you are defining a new record will be done for the fields you change. Save the new record by clicking save icon.
Authorize a Record in a Table	Whenever you add, modify, close or re-open a record, the activity should be authorized before the End of Day operations (EOD) can begin. Authorization can be carried out only by a user other than the one who carried out the activity being authorized. At the Summary View screen of the table, click Authorize icon, when the record you want to authorize is highlighted. You will be prompted to confirm the authorization. The record will be authorized only if you give the confirmation. After you confirm the authorization, your User ID will be displayed at the Auth By field. The date and time of authorization will be displayed in the Date/Time field. These fields will always show the details of the latest authorization.
Modify a Record in a Table	Certain attributes that have been defined for a record can be changed after it has been stored and even authorized. However, you may not be able to modify the inputs in all the fields under certain circumstances. If there is a restriction on modifying the input to a field, it will be mentioned in the on-line help for the field. F1 at any field gives you the on-line help on the field. You can choose to modify a record as follows: Clicking Unlock icon in the Toolbar when the details of the record are being displayed in the Detailed View screen for the table. After you have indicated your modifications, save them by clicking Save icon. Your User ID will be displayed at the Entry By field. The date and time at which you saved the modification will be displayed next to it. The record has to be authorized by a user other than you.
Close a Record in a Table	When a record is closed, it will not be available for use by any function. You can Reopen the record if it has to be used again. A record can be closed only if it is not linked to any other table. Click Close icon when the details of the record are being displayed in the Detailed View screen for the table. Click OK. You will be prompted to confirm the closing of the record. The closing should be authorized by a user other than you, before you can begin the End of Day operations.
View the Details of a Record	Two types of view screens are available for records in a table. The Summary View screen displays the value in the main fields of the table, in a tabular column. To move to the Detailed View for the record, do the following: Double click the record From the Summary or Detailed view for a record, you can choose any action from the application toolbar. Note: The system displays only 5 pages of records, when you click search on summary screen. The system displays the page numbers as Current Page of... However; if the total number of pages is less than 5, then the system displays page count as Current Page of Exact Number of Pages. The system enables the last button and displays the total count only when you navigate to the Last page.
Maker and Authorizer Details	When you save a record, your User ID will be displayed in the Entry By field. The date and time at which the record was created will be displayed in the Date/Time field. These fields will always show the details of the latest action on the record - addition or modification. A record that has been defined should be authorized before it is available for a function. This authorization should be made by a user other than the one who defined the record. All the new records that were defined during the day and the ones that were modified should be authorized before you can begin the End of Day operations for the day. You can however delete a record before it is authorized. The User ID of the authorizer will be displayed in the Auth By field. The date and time at which the record was authorized will be displayed in the Date/Time field. As with the Entry By field, this field will be for the latest action that was authorized.
Print the Details of a Record	The Print function lets you print the details of record(s) in a table. You can choose to print only a specific record, a range of them or all of them in a table.