General Information
Introduction
Technical Support
How To ...
Using AAPS Example Data
APS Data Services TM is a trademark of Yasser Almohanna, Kuwait

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Introduction
APS has released three free products to Backup / Restore your data, handle it's security and to make sure that your data is in good order.
APS Data Maintenance Manager
If there are any errors, the APS Data Maintenance shoud be able to fix them, it is specially designed to handle index corruption and index out of date errors but if this doesn't work it is almost certainly means that your files are corrupted and should be restored from the backups .
APS Backup / Restore Manager
APS Backup/Restore Manager is a free small third party backup and restore application Copyright 1999 EC Software / Alexander Halser it has been modified by yasser almohanna for APS products and it has the following features.
- Full backup and restore capabilities
- Data compression
- Multiple archives with up to 999 disks
- Customizable compression mode (fast - good)
APS Password Manager
APS Password Manager will protect your data from unauthorised persons, you can set a password for each application level with deferent rights for each level .
the password must be given at the start of every session . The password should be something you won't forget , but that others won't be able to guess easily. Ideally it should be changed regularly .
General Information

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Technical Support
We will be more than happy to assist you with any problems you may have with APS products. We will get back to you as soon as possible. Before submitting a query or bug report, be sure to check that the information is not already provided in the Frequently Asked Questions page at:
http://Advanced.servehttp.com/APS_007.htm
otherwise write down the error details and the number you have on the screen and send it through Services Page | Feed Back section at:
http://Advanced.servehttp.com/APS_006.htm
General Information

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How To ...
Use APS Password Manager
Use APS Data Maintenance Manager
Use APS Backup/Restore Manager
General Information

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Use APS Password Manager
You can ensure that the data you create is protected from access by unauthorized users. This is especially important in a multiuser environment. Not only can you establish a password for the table as a whole, you can assign specific rights to the table .
Once you specify password security, only those users who know the password can access the table. This includes you, so do not forget your password! Whenever users try to access a password-protected table, APS Application prompts them to supply the password (if they haven't already done so).
Typically, one person such as a APS administrator has access to APS password Manager. A group of users who need to perform different tasks with the application have different auxiliary passwords that provide different levels of access.
Before you can access any Password Manager Options you have to select and activate a Company Financial year .
simply select company from the Company combobox and a financial year and then press on Activate Comp/Year button as shown below .
figure 1.0 shows year 1947 for a Sample Company activated.
Define and Remove Passwords
You can define and remove passwords for your tables from the APS Password Manager. When you try to open a password-protected Table (Accounts,cost center..etc) and you don't have the access level , APS Application prompts you with an error message. You must enter the password to open the table from Password Dialog (Change Active Password).
Suppose you close the APS table, then attempt to open it again. If you have not exited APS application, you will be allowed to open the table without giving the password another time.APS application remembers that you accessed the table previously and opens the table again. APS applications releases all passwords when you exit the program.
Basic Steps
1 . Enter the Password in the Password Field .
2 . Select the Data Entry Screens (Tables) to use this password , the Data Entry Screen you choose will be the only one that can be accessed if the user enter this password to use APS application .
Note
At this point you can choose either to Remove Password from Data Entry Screen by Pressing the Remove Password Button or continue steps to Add a new Password.
3 . Select Security Level for this password from the Security Level Radio Group .
5 . Press Add Password Button .
Note
You can easily Add this password to the rest of the Data Entry Screens (Tables) by simply Select the Data entry Screen and press Add Password button .

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Use APS Data Maintenance Manager
The APS Data Maintenance give APS users the tools necessary to pack, repair and rebuild corrupt data indexes. it is an easy to use tool for fixing corrupt APS data .
A frequent cause for any of data corruption problems is the premature termination (power loss, or PC reset possibly forced upon the user by a program hang) of a program accessing an APS application. Lost records will cause the index to get out of sync with the data, which will at some stage be followed by index corruption .
in order to understand how to use APS Data Maintenance to fix that kind of problems you have to know some computer jargons .
1 . Index
An index is a file that determines the order, APS Applications use indexes to organize the records in a table according to the values in the key field(s). By default, all indexes organize and access data in ascending order (A to Z, or 0 to 9).
2 . Packing a table
when you delete records frequently the records are not deleted physicaly from disk, the Packing tables option helps you to reclaims disk space used by deleted records in which sometime if it is left with out packing could cause an index corruption.
3 . Regenerate Data Indexes
Is an alternative to Packing Table, and perhaps more foolproof, way of fixing broken indexes would be to erases the indexes and recreates the indexes from scratch with some other files related to APS applications .
Basic Steps
1 . Activate the Company Financial Year from the Main Data\Open Specific Account menu .
2 . Select from the Options Menu \ Data Maintenance either Pack Tables or Regenerate Data Indexes.
3 . Close APS applications on all other work stations .
4 . Press on Pack Tables or Regenerate Data Indexes button .
5 . Wait untill the Dialog disappears .
Note
Table corruption is not always repairable, a table can become corrupted in a state that the only method of restoring that table is from a backup. We always recommend making periodic backup copies of your data using APS Backup/Restore Manager.

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Use APS Backup/Restore Manager
Once you start to use APS Applications , you must get into the habit of backing up your files regularly.
The APS system is very reliable but computers get stolen or damaged, and hard disks can fail. would your business survive if it lost all its accounts and stock control data? More specifically , how much data can you afford to lose and sill survive ?
APS Backup/Restore Manager is a third party application modified by us , will store that precious data - it will also compress it for you with all the financial years and companies you created with APS system .
Backup Basic Steps
1 . Enter the Backup Title .
2 . Defines the level of compression for backup from four types:
clDefault: Default compression.
clFastest: Optimizes the compression speed
clMax: Maximum compression, low speed
clNone: No compression
We recommend to use compression level clFast (default) for standard backups.
The clNone compression level is useful if you backup data that is already packed .
3 . Press on Create Archive button and select the target where you want your backed data to be stored (a removable media is preferable i.e. "cd,dvd..") .
Restore Basic Steps
1 . Click on Restore Tab .
2 . Select the target file from the file explorer on the screen.
3 . click on Restore button .

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Data Base Knowledge
the APS data is stored in a Database (Paradox) you have to have some knowledge about it i.e. Database structure and column fields and SQL Language, the following topics introduce some Jargons and common considerations :
A . Database Structure :
you must understand how the data is structured.
Database
is an organized collection of information; in Database Desktop, a collection of related tables and queries in a given directory, An Alias Represents a path for stored database for a given directory .
See Related Topics below for Alias further declaration.
Table
is a structure made up of rows (records) and columns (fields) that contains data.
Record
A horizontal row in a data table that contains a group of related fields of data.
Field
is a column of information in a table. A collection of related fields makes up one record.
B . SQL
Is a Structured Query Language (abbreviated SQL and commonly pronounced "sequel"). The standard language for storing and manipulating data in relational databases.
C . APS Tables
To work with Report Builder you have to know the APS Tables :
APS Accounting Tables
AccData : Account Table.
AccState : Statement of Account Table.
CostData : Cost Center Table.
BSGroup : Balance Sheet Groups Table.
GlData : General Voucher Data (Master) .
GLTrData : General Voucher Data (Detail)
RecData : Accounts Payable&Recievable Tables (Master) .
RecTrData : Accounts Payable&Recievable Tables (Detail) .
WorkP : Work and Progress Table.
APS Stock Control Tables
StoreData : Stores Table.
Vendors : Vendor Table.
Employee : Employee Table.
Customer : Client Table.
MItems : Master Items Table.
Parts : Items Table .
Orders : Order Table (Master).
Items : Orders Table (Detail).
Related Topics:
Aliases
Use APS Data Maintenance Manager
Use APS Password Manager
General Information

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Aliases
An alias is a name and a set of parameters that describe a network resource. APS applications uses aliases to connect with shared databases.
you can also say that the Alias is a shortcut for along path .
i.e.
Alias Name Path
-----------------------------------------------------------------------------------
A11947 c:\ourprogs\fmyeaccprg2\stock\data\1\1947
Figure 1.0 Showing the A11947 Alias Definition, this is the path where your 1947 Data Stored on your (c) Drive .
As you can see the (A11947) Alias name is a combination of letters and numbers to be described as follows :
A: pronounce for APS Application .
1 : is the Company Number .
1947:is the financial year for this company .
APS Aliases Examples :
Figure 1.1 Showing the Databases Aliases .
A11947 : An Alias for the AAPS example data.
A12001: An Alias Stores your Stock Control and Accounting 2001 data.
A12002: An Alias Stores your Stock Control and Accounting 2002 data .
Each Financial year created by AAPS as an Alias define it's paths on your local or network drive .
Note :
* All the APS system Aliases has the same figures described above the other aliases appears on the screen doesn't belong to APS system, please leave it the way it is .

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Using AAPS Example Data
AAPS includes a sample accounting data to use it simply select from Aliases combobox the Alias (A11947) .
General Information

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