A Compact User Manual for AgriDataBase beta-Version
Contents
1. ALL any ALL category in Product will yield all records for the selected country You can also start typing a product in the box and the cursor will position to such a name as closely as possible The resulting list of companies and their products is displayed in the lower half of the screen You can scroll through the screen with the mouse or the slider on the right To sort by another criteria than the one displayed position the cursor in any column of the companies and click on the sort icon at the top of the screen or right click the mouse and click on the sort command Not all company information is shown here By positioning the cursor on one of the companies and then clicking on View Producer or Edit Producer password must be entered see above you can see or edit all the data for that company After selecting a sorting order for the printout by country product or maximum quantity you can click on Short or Detailed List This produces a printable report of the found companies By right clicking on the report a menu is displayed from where you can print the report By clicking on Export you can export the report data to a file and format of your choice the best format being rtf for a word document and xls for a spreadsheet The following figure shows a sample search Montenegro All classes All products AgriDataBase Instructions RO doc 1 29 2010 9 The result are 99 records shown at botto2. AgriBase and all its files see list below to the folder of your choice Go to the folder AgriBase select all files except for the two doc files right click on the selection and choose Properties Make sure the box Attributes Read only 1s unclicked Store the CD in a safe place in case you have to install AgriDataBase again The following files essential to AgriDataBase should be in the folder AgriBase filename contents AgriDataBase mdb MSAccess database AgriDataBase Instructions RO doc Word Document this document read only albania g1f map of Albania bosnia amp herzegovina gif map of Bosnia amp Herzegovina kosovo gif map of Kosovo macedonia gif map of Macdonia moldova gif map of Moldova montenegro gif map of Montenegro serbia gif map of Serbia Sources Overview _RO doc Word document with data sources read only southeasteurope gif map of Montenegro The folder Images flags gif contains the flag pictures used in the database They are here only for reference and must be changed in the program if needed ALBA0001 gif BOHE0001 gif KOSV0001 gif MACE0001 gif MNGRO001 gif MOLD0001 gif SERB0001 gif A further folder Images flags png contains flags in higher resolution For questions suggestions and problems please contact SEGURA Consulting LLC 10411 Motor City Drive Suite 410 Bethesda MD 20817 USA Ulrike Wood Sichra ulrikewood cox net Anne Sophie Samjee asamjee segura co net AgriDataBase Instruct
3. Aleksandar comp connect buy indicator wants contact yes no FALSE notes other company details user can be very long text comp year upd year of update of info user 2008 comp month upd month of update of info user 0 comp certifi certifications of user company comp imagel image for company user not active at the moment comp image2 image for company user not active at the moment comp logo logo of company user not active at the moment Product Information The information which can be entered for each product of a producer company is shown in the table below Most items are coded dictionary lookup and the user enters mainly quantities and prices directly as well as other notes AgriDataBase Instructions RO doc 1 29 2010 12 field name comp prod id comp id MainProd_id prod state prod capac prod cap unit prod quant min prod quant max prod_unit prod qual prod avail 1 prod avail 2 prod avail 3 prod avail 4 prod avail 5 prod avail 6 prod avail 7 prod avail 8 prod avail 9 prod avail 10 prod avail 11 prod avail 12 prod own name prod var prod price prod price unit prod price curr notes 3 b Products contents link between producer and product producer ID main product presentation of product capacity of production unit of measurement of capacity minimum quantity maximum quantity unit of measurement of quantity product quality availability in jan availability in feb availability in m
4. Delete remove what you just imported edit the templates to correct the errors and start over with the import It is recommended to always import the complete set of producers and products prepared in one session and not just one by one 3 c3 Import Products AgriDataBase_Instructions_RO doc 1 29 2010 15 It works in the same way as Import Producers All operations are carried out on the Products tables To delete any products you must delete the corresponding producer Bulk Delete only applies to producers and 1t deletes all the corresponding products 4 Dictionaries They are used to decode the data for producers and products On data entry the user selects for some fields from a drop down list the corresponding dictionary Dictionaries are valid for all countries in the database and the codes have the same meaning in all countries At the moment the dictionaries have options for 3 languages and an abbreviation where suitable With additional programming it is possible to convert AgriDataBase into a multilingual database Dictionaries can have a column for each language and the display can then select the column corresponding to the chosen language This is future ATTENTION Changes in the dictionaries should only be performed by a knowledgeable person On selecting the Dictionary page tab you must immediately enter a password to edit or not use one to only view There are 11 dictionaries Each one can be seen
5. Dictionaries and see the information there The links to other relevant sites can also be seen in the Dictionaries page View More Data in a Box Some data display seems to be incomplete specially on the country information screens Click with the mouse in such an incomplete box and move further down with the cursor or the vertical slide on the side to see all the text An example follows below Bosnia and Herzegovina ranked next to Macedonia as the poorest republic in the old Yugoslav federation Although agriculture is almost all in private hands farms are small and inefficient and the republic traditionally is a net importer of food The private sector is growing and foreign investment is slowly increasing but government spending at nearly 40 of adjusted GDP remains unreasonably high The interethnic warfare in Bosnia caused production to plummet by 80 from 1992 to 1995 and unemployment to soar With an uneasy peace in place output recovered in 1996 99 at high percentage rates from a low base but output growth slowed in 2000 02 Part of sl the lan in nutnut wac mada nn in 2002 07 whan CNP armith avraadad 50 nar vaar hMatinnal lawal ctatictice ara limitad and da not Data Export Data from most screens can be exported to Excel or Word for further processing Follow the given instructions Export to Excel 2000 2003 Select on the top Access Menu line click Tools Office Links Analyze it with Microsoft Office Excel Aft
6. for data entry make sure 1 is written in that column Before adding a new product make sure that it fits into the classification and remember the classification code 4 c Products The products dictionary also relates a product to its class Therefore a new product entry must be accompanied by a product class code previously entered The normal dictionary display of products makes it difficult to see the next free prod_ id to be used for a new product Sort the dictionary first on prod id Two types of products have special coding which must be adhered to for new products and product classes as well 98nn products To facilitate entry of a product of which only the class is known eg vegetables the product 9824 Vegetables has been created The code is composed of 98 and product class id 99nn products To facilitate searches another product has been added for each class These are all products starting with 99 and followed by the product class 1d eg 9924 ALL VEGETABLES If a product should belong to a different class than used here it is enough to reclassify assign a different product class id the product in this dictionary and it will trickle down to all data entered 5 About Contains a brief disclaimer the version number and date of AgriDataBase contact information for any problems and questions you may have and the password in case you have forgotten it G Data Tables in AgriDataBa
7. n a Undo Add Delete Record 4 gt gt t p of 814 See edit details of each product by positioning on a product and then clicking Show Each Product or Edit Each Product This is also a more comfortable way of entering products All products of one producer can be seen and 1f needed exported together with the option Review amp Export All Products AgriDataBase_Instructions_RO doc 1 29 2010 1 Producer Information Information which can be entered for each producer is given below Most information is typed directly by the user two items are coded and thus looked up in a dictionary field name contents entered how by example comp id company_id automatic l comp name company name user ABD Prom comp addr1 address part1 user Brace Petrovic 71 comp addr2 address part2 user comp city city user Jevremovac comp stat State user comp entr country dictionary lookup 7 Serbia Countries comp zip zip code user comp tell telephone user 381 0 15 385 000 comp tel2 telephone user comp tel3 telephone user comp cell mobile phone user comp cell2 mobile phone user comp fax facsimile user 381 0 15 385 111 comp fax2 facsimile user comp eml email user info abdfruit com comp em2 email user comp web web address user comp type company type dictionary lookup 3 Private CompanyType Enterprise comp funct company function user comp contact contact person user Mr Jakovljevic
8. printed exported to Excel The main id code in each dictionary must be unique and is normally numbered from to Exceptions are countries product classes and products where the numbering 1s not necessarily sequential but still unique Add new entries at the bottom of a dictionary when the required text is not found in the corresponding field in a data entry form E g a new unit for product quantities or a new product or presentation Changing codes in dictionary entries will make data display erratic Changing text in dictionary entries will display different text on the forms and reports which may conflict with the information you have To sort by another criteria than the one displayed position the cursor in any column of a dictionary and click on the sort icon at the top of the screen or right click the mouse and click on the sort command Regular sorting will show next time when that dictionary 1s opened Some dictionaries have special features AgriDataBase Instructions RO doc 1 29 2010 16 4 a Countries The second column cntr_indb indicates with 1 that the country will be offered as a selection criteria If a new existing country is added for data entry eg Croatia make sure 1 is written in that column 4 b Product Classification The second column class indb indicates with 1 that the product class will be offered as a selection criteria If a new product class is added
9. A Compact User Manual for AgriDataBase beta Version February 2009 Table of Contents A Installing ActriDataBaso tom te CD A 2 B Compacting and Backing up AgriDataBase ooooooooooooooonoccccnncnnnnnnnnnnononononnnnnnonnncnncnnnnnnnnnnnnnnns 3 C Staring AeriDataBase the First imei 4 Der lt Database UB ara APA oe O TATE 4 DCTS et RESO WOM AAA A awa daleeatet A TT 4 PODET SA DAAB ISE etter ages eee ae ee ee LO 5 CONOIS ti 5 Country and Kesi n io a a A 6 View More Data Ma A heateae dd ilut cece 6 DATE da 6 PAS SV Ops r E osteo alos op acd acted sleet ad eee sold ec Gs aa lent aeaaeiad T E Maim Screens of A Ori Atal ASC ii A A ias 8 F AgriDataBase Operations cCTOEM ooooncccnnccncncnnnnnnnonononnnannnnnnnnnnnnnnnnnnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnns 9 O Aan a Sale ceasO ee G anatase Rade a a ak acct 9 PRR AP Au ec mE M ENE Cy eter rere tne me meine Ce ee tere ree ee 9 A A EN 10 3a Producers and thelr PAU de e do 10 A y dex cease O 13 A PP rR ne A ANT 14 A LD ICTIOMAL Ne S iS is a O 16 E A eae tO NOU Cg oe rn nO En aE er rear nr ater nO ee ne en 17 4 PEOGUCE Classical 17 AC ROUCO a 17 SADOU AA PF a tesa eaeeeinan sadam eau ionneoesaaekagetecdeat 17 G Data Tables tn 7A eri ara Base bas wines 17 Relationships Detween Tables ia 18 PA ee ne Cnr O nee ee eae eae 19 FL Maintenance Of A Ori Dalal aS A al 20 A A 21 AgriDataBase Instructions RO doc 1 29 2010 1 A Installing AgriDataBase from the CD Copy the complete folder
10. ar availability in apr availability in may availability in jun availability in jul availability in aug availability in sep availability in oct availability in nov availability in dec name of product given by producer product variety price of product unit of product currency of price other remarks entered how automatic automatic transfer dictionary dictionary user user user user dictionary dictionary I yes or O no I yes or O no I yes or O no I yes or O no I yes or O no yes or O no I yes or O no I yes or O no I yes or O no I yes or O no I yes or O no 1 yes or O no user user user dictionary dictionary user from dictionary ProductList ProductPresentati on units quality units currencies example 720 710 197 plums 5 fresh 300000 2 kg 100 135 2 kg 2 B second grade 0 o a es o SS o Purple Plums riverside l 2 kg 7 EUR plums are produced in green houses See one type of product from different producers by selection Products The password is required 1f data should be edited Click Again to find a product from the list or start typing a product and press Enter The wanted product more than one occurrence is possible is shown can be edited No new product can be entered here that has to happen in the previous option 3 a AgriDataBase Instructions RO doc 1 29 2010 13 You can not delete a p
11. could not be imported i they may contain duplicate id numbers producer or product or ii at least one of the codes text of the dictionaries used in the spreadsheet has not been entered in the dictionary here In any case check the spreadsheets and dictionaries delete current imports Bulk Delete and start import again AgriDataBase can t append all the records in the append query AgriDataBase set 0 field s to Null due to a type conversion failure and it didn t add 232 record s to the table due to key violations 0 record s due to lock A violations and 0 record s due to validation rule violations Do you want to run the action query anyway To ignore the error s and run the query click Yes For an explanation of the causes of the violations click Help Y 3 c1 Bulk Import If existing information on producers and their products needs to be replaced delete first the existing information Any erroneous deletion can be corrected with Restore Previous Delete AgriDataBase Instructions RO doc 1 29 2010 14 It is however recommended to backup the database before making Bulk Imports By deleting a producer all the corresponding products will be deleted automatically 3 c2 Import Producers Before importing producers and products fill the Excel templates NewProducer xls and NewProducts xls according to instructions and starting the corresponding id_ numbers with the numbers suggested on this s
12. creen here 2053 for producers and 2758 for products Close the templates and then import here First execute Import to temp and View outcome to make sure you are importing the right producers and their data Then click Add to Existing follow instructions and read carefully the messages To see the results of the bulk import click on View All Producers and scroll to the bottom to see if your new producers are in the database If a message similar to the sample below is displayed study it first to understand the meaning and reply yes If ALL records could not be imported 1t most likely means that the producer id numbers or product comp prod id numbers already existed If SOME records could not be imported 1 they may contain duplicate id numbers producer or product or 11 at least one of the codes text of the dictionaries used in the spreadsheet has not been entered in the dictionary here AgriDataBase can t append all the records in the append query AgriDataBase set 0 field s to Null due to a type conversion failure and it didn t add 232 record s to the table due to key violations 0 record s due to lock AN violations and 0 record s due to validation rule violations Do you want to run the action query anyway To ignore the error s and run the query click Yes For an explanation of the causes of the violations click Help w e 52 If anything went wrong here click on Bulk
13. er the data is displayed in Excel save it with your own name since the next similar operation will overwrite this file AgriDataBase_Instructions_RO doc 1 29 2010 6 Export to Excel 2007 On the top Access Menu click External Data Export Excel and follow instructions You are asked for a file name and other details Password To prevent accidental data corruption some operations require a password which currently is password The password can not be modified since it is not meant to hide anything but only protect from unintentional damage When a password 1s required the following screen with be displayed ES Edit Permission If you enter password and click Enter it will be possible to EDIT modify add or delete data If you leave the space blank enter a different text or click Cancel you will only be able to VIEW data When there 1s a separate option to VIEW data the entry of no or a wrong password will not lead to any action eg in page Search and button Edit Producer Details AgriDataBase_Instructions_RO doc 1 29 2010 7 E Main Screens of AgriDataBase AgriDataBase has two main screens The first screen AgriDataBase Introduction gives a one sentence explanation of the database and lists the countries of coverage and projects which contributed Click on the button Info on Southeast Europe to review more detailed information of the area If an error 1s generated and you never succeed to see this information
14. go to Dictionaries and see the information there The links to other relevant sites can also be seen in the Dictionaries page Click on any of the countries on the map shown and information for that country will be displayed If an error is generated in any of the above clicks and you never succeed to see this requested information go to Dictionaries and see the information there The links to other relevant sites can also be seen in the Dictionaries page All text shown here can be modified in the Dictionary page of the next screen The second screen AgriDataBase Operations after Introduction has various pages or tabs where all features of AgriDataBase are grouped Exit the second screen and AgriDataBase with click on Stop STOP AgriDataBase Instructions RO doc 1 29 2010 8 F AgriDataBase Operations Screen This screen includes all navigation options to search view print export and edit data as well as the dictionaries There are five pages tabs on this screen 1 More Info Tells you some more details about the database and some statistics on how many producers products countries etc 2 Search Edit This is the main screen to edit data for existing companies producers New producers must be entered on the next page Add Edit Show Data Search for producers in a selected country or all for a selected product class or all and for a selected product or all ATTENTION If you select Product class
15. griDataBase Instructions RO doc 1 29 2010 C Starting AgriDataBase the First Time While in the folder AgriBase click on the file AgriDataBase mdb and follow the instructions from your version of Access Access tries to warn you of some impending problem reply with Open or Yes or something similar Default Database Directory In a previous version the default database directory had to be set manually now the program takes care of this Screen Resolution All the screens have been designed to fit well on a 14 1 screen with a 1400x1050 resolution If the resolution 1s lower some screens may have to be scrolled often before the complete information can be seen If the physical screen size 1s larger than about 15 this problem may not occur AgriDataBase Instructions RO doc 1 29 2010 D Operating AgriDataBase Controls All screens and pages tabs in AgriDataBase have some common buttons and features prrrmm n qi Close AgriDataBase and also Access ioi x Minimize maximize or close screen The close screen option can be used instead of the large button but not recommended Operating Instructions Open the Operating Instructions this document in Word Then close Word as usual Data Sources Overview Open the Data Sources overview in Word Then close Word as usual Print the contents of the screen directly to the attached printer The result may not be very satisfactory and the margins of the pri
16. ions RO doc 1 29 2010 2 B Compacting and Backing up AgriDataBase From time to time especially after significant additions or edits it is recommended that you compact and then back up AgriDataBase Instructions for Access2000 or Access 2003 1 While in AgriDataBase select from the top Access Menu Tools Database Utilities Compact and Repair Database This fixes any inconsistencies which may have creped into the database It 1s not yet backed up Open the database again as instructed 2 While in AgriDataBase select from the top Access Menu Jools Database Utilities Backup Database and select the directory where you want to put the backup version Use the name suggested by Access database name and current date 3 If you want to be really safe backup or copy later the database backup to another carrier not your PC or laptop but external drive CD Instructions for Access2007 1 While in AgriDataBase select the top left icon select Manage Compact and Repair Database This fixes any inconsistencies which may have creped into the database It is not yet backed up Open the database again as instructed 2 While in AgriDataBase select the top left icon select Manage Backup Database and select the directory where you want to put the backup version Use the name suggested by Access database name and current date If after compacting or backing up AgriDataBase generates an error close the database and Start over A
17. m Country and Product Class and Product Montenegro ALL ALL Search Country Producer Company sorted Cit Product Class Product Name Own Product Name max avail c IBlMontenegro AD Ribarstvo Rijeka Crnojevicz Fishery Products Fish Fish Montenegro Ag Cooperative Vrbica Berane Vegetables Vegetables Vegetables Montenegro Ag Cooperative Vrbica Berane Cereals Grains Grains Montenegro Ag Cooperative Vrbica Berane Cereals Maize Maize Montenegro Ag Cooperative Zupa Niksic Cereals Grains Grains Montenegro Ag Cooperative Zupa Niksic Cereals Maize Maize Montenegro Ag Cooperative Zupa Niksic Vegetables Vegetables Vegetables _ Monteneg ro Agroprodukt Rozaje Rozaje Forest Products Other forest products Forest Products n E Preview Country Product Class Max Quantity in cntr class Enon eck lc ay ee ee Detailed List same as for Product Class Detailed List Edit Producer Details 1 gt for gt of 99 4 ef 3 Add Edit Show Data This is the place to add new producers and their products or add products for an existing producer Attention Each choice is followed by a password box see the instructions above 3 a Producers and their Products Select a producer from the list or start entering a name and press Enter The wanted producer and all the products are shown can be seen or edited if the password 1s set Enter a new producer by clicking onthe top atthe ver
18. nter may have to be changed before Add Add a new record The control atthe bottom or at the top can 7 also be used il Delete Delete the current record The control x atthe top can also be used Save the changes just made By switching to another record or closing the screen the changes are also saved Gly z Undo Undo the last changes before having switched to another record At the bottom of data screens there a buttons which help you navigate through the selected records to first to previous to next to last and add a new record when the password is set Record 14 4 446 gt gt I gt of 814 AgriDataBase_Instructions_RO doc 1 29 2010 The box in the middle shows the record number to the right the total number of records for the current condition is displayed When producers and products are displayed there are records within records and you may see two bars of navigation buttons It becomes quickly clear which belongs to which Country and Region Information At the top of the second screen and while on any of the pages tabs you can click on any of the country flags or SEE region map to see information and a map of that country or region Y oe tee 5 B The English option is not active it all stems from the preparation to make the Database multilingual If an error is generated in any of the above clicks and you never succeed to see this requested information go to
19. roduct here this must be done in 3a See or edit the products in the second half of the screen 3 C Bulk Import If more than a few producers or products should be entered this can be done using two Excel templates and the commands of this option The screen of Bulk Import is displayed after entry of the password E AgriDataBase Operations Import Bulk A producer in a country should only be entered once Delete individual producers or complete countries before ci adding new data Bulk Delete Restore Previous Delete Deleting a producer also deletes the relevant products Deleted data can be rescued immediately with Restore Import from worksheets NewProducer xis and NewProducts xis Make sure producer and product numbers start at levels given below at least id_number and name Products at least company name and a Producers at least company name nd next producer numbers to start at 2053 or larger next product numbers to start at 2758 or larger Import to temp Add to Existing View all Producers Commands Add to Existing require user interaction yes yes Add to Existing View all Products If a message similar to the sample below is displayed study it first to understand the meaning and reply yes If ALL records could not be imported it most likely means that the producer id numbers or product comp_prod_id numbers already existed If SOME records
20. se AgriDataBase Instructions RO doc 1 29 2010 17 AgriDataBase stores data in separate tables You do not see those details during operations except for the dictionaries but it is useful to understand which tables are used and how they relate During data entry 1t 1s ensured that those fields which depend on a dictionary eg country product unit etc are entered correctly You can not enter a value which does not appear in the corresponding dictionary Relationships between Tables The main tables and their relationships are shown in the following diagram Modify and delete operations of records cascade through the tables which participate in the relationships Table Company Function is not shown here E Relationships comp_id MainProd_id p_class_name_local2 cntr_name_local1 cntr_name_local2 qual_name_local2 Administration Economic Overview AgriDataBase_Instructions_RO doc 1 29 2010 18
21. y top or atthe very bottom of the screen See or edit the products at the bottom third of the screen Scroll the product list to the right or down with the horizontal or vertical rules Enter a new product for a given producer by clicking Add at the bottom and then selecting from the list which will drop after clicking on the Berries down atrow Tree fruits You can start typing ahead to locate the product me AgriDataBase_Instructions_RO doc 1 29 2010 10 If a product does not exist abort the operation enter the new product in the Dictionary tab see below and return to here A sample screen ready to enter data 1s shown below ES Edit Producers See E Bees pon Ol x Find Producer Ag rana EDIT Export to Excel 2000 2003 TOOLS OFFICE LINKS ANALYZE IT WITH MICROSOFT OFFICE EXCEL E a Excel 2007 EXTERNAL DATA EXPORT EXCEL and follow instructions 2 Company Name Agrana s S type Private Enterprise Address 1 Koste Jovanovica85 ts function Address 2 sS email 1 cnikolic agranacoyu City ETE email 2 State PO www PO Country Serbia y Contact s Mr Nikolic Cedomir Postal Code E Certifications tel 1 2 381 0 11 397 359 tea mobile 1 2 po sss fax 1 2 381 0 11 460 482 Short Description Wants to be contacted a Updated 0 2008 3 Yi eg6 2008 Product Class Own Name Presentation Variety Berries Berry Fruit n a Tree Fruit n a Fa
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