Recording changes 
Author Message
 Recording changes

Dear friends and gentle people,

I am refining a database for a catering firm for use on Wintel. They have asked
that changes beyond a certain point in the contract process be tracked. I hope
I am not too far down the road to accomplish some or all of what they request.

The database consists of "Client Info" such as 'Date of Event', 'Number of
Guests', 'Location of Event' etc. The database also includes several sets of
line items: food, labor, rental items, bar and beverage. Some of the rental
items are inventoried (although I don't think that is significant here).

Initially the client is sent a "Proposal/Contract." This reflects all the data
described above. A breakdown of costs is included and a 50% deposit is
requested. Upon acceptance, the status of the contract changes from "Bid" to
"Under Contract." It is at this point that the client wants to track changes.
Typically "Change Orders" would be issued by the caterer and ratified by the
client. Consequently if changes are implemented, the only "memorialization" of
the original "Proposal/Contract" would be the "hard copies" signed by caterer
and client.

After services are rendered an "Invoice" is issued reflecting all charges and
the outstanding balance. Subsequently, "Statements" may also be issued.

At first blush it seems the most sensible approach is to loop through all the
data when the "Contract/Proposal" is generated and place the resulting data in
a text field. Another "sweep" could be made upon generation of the "Invoice."
This would in effect memorialize both documents. To me, the number of changes
between these two events is immaterial. It also would be very cumbersome to
track all changes as they were being made.

I think this would satisfy the caterer and preserve my sanity. The only
deficiency would be the inability to re-print the original "Proposal/Contract."

I would appreciate any comments or suggestions.

Regards,

Stu Bulman

Regards,

Stu Bulman
Computer Services



Tue, 29 May 2001 03:00:00 GMT
 Recording changes

I'm admitting, right up front, that I have not tested this solution. It'll be
sketchy at best...

If space is not -too- big a problem, why not create a 'VersionsFile' database...
basically a clone of your Contract file...

In your Contract file create a 'Track It' script which:

   checks the value of the Status field
   if (Status = 'Under Contract'... then....
        Find All
        Omit
        Find omitted    ... these three steps isolate the current record
        Execute Script - external - VersionsFile - Import from Contract File...

That'll produce a duplicate of the CURRENT record (perhaps adding the current date
to a RevisedDate field) in the VersionsFile database.

Anyway, you get the idea (I said it was sketchy)... This way, you could create a
portal back to the Contracts file and view your revisions (or at least their
dates) in a list. The VersionsFile would keep a copy of every desired contract
version.

Downside: Your users must decide to 'Keep a copy of this change'. Hard to say
whether users have the mental acuity to make those type of decisions ;)

Quote:

> Initially the client is sent a "Proposal/Contract." This reflects all the data
> described above. A breakdown of costs is included and a 50% deposit is
> requested. Upon acceptance, the status of the contract changes from "Bid" to
> "Under Contract." It is at this point that the client wants to track changes.
> Typically "Change Orders" would be issued by the caterer and ratified by the
> client. Consequently if changes are implemented, the only "memorialization" of
> the original "Proposal/Contract" would be the "hard copies" signed by caterer
> and client.

> After services are rendered an "Invoice" is issued reflecting all charges and
> the outstanding balance. Subsequently, "Statements" may also be issued.

> At first blush it seems the most sensible approach is to loop through all the
> data when the "Contract/Proposal" is generated and place the resulting data in
> a text field. Another "sweep" could be made upon generation of the "Invoice."
> This would in effect memorialize both documents. To me, the number of changes
> between these two events is immaterial. It also would be very cumbersome to
> track all changes as they were being made.

--
______________________________________________
Michael Little

NOTE: skip the  'PAR3' in my address to reply
=====================================================
no one has to be hip


Wed, 30 May 2001 03:00:00 GMT
 
 [ 2 post ] 

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