SCENARIO :

I wanted the data, as available in a Report, to view in a Spreadsheet Package, say, Microsoft Excel. I know that when I extract a Report in a ‘spooled’ form, the Spool file created is an ASCII file (text file). So, after spooling, I specified the relevant details for importing data from the text file. However, upon importing the data, I observe that a few gibberish characters have been imported. As I am sure that there is no problem with the installation of MS Excel on my machine, I would like to know how to get rid of this problem. As such, the Spool module is working perfectly in the sense that when I send the Spool file to a printer from the command prompt. For example, using a command like: "TYPE filename > LPT1", I get perfect prints. No ‘garbage’ is shown in the printout. But, the problem happens whenever I have tried to view the data in certain application, like a text editor or a Spreadsheet Package.

EXPLANATION :

Reasons could be manifold why you may want to export processed data from within PERKS to some external System. This article, by way providing extended assistance, discusses on viewing data once it is outside the realm of PERKS.

The native format of data, as held within PERKS, is "DBF" format. The System offers options to export data into formats, like CSV (Comma/Character Separated Value), Text, or SDF format. Most applications provide options to import data at least in Text format. Hence, you might decide to export data from PERKS into Text format and import it into some other application.

In addition to taking output to text file (say, of the ‘Detail’ Segment), the System also permits redirecting the entire Report, as visible on the screen, with all its layout properties, into a file on the disk. This file can be later printed simply from the command prompt of the Operating System.

Nevertheless, we should note that, spooling data (onto the hard disk) is not absolutely simultaneous to taking the output of a specific segment of a Report in text format. Instead of feeding it to the Printer, if you attempt to view spooled data directly through a text ‘editor’ software, or try to import this spooled data directly into some other software, which expects data strictly in text format, you might run into problem. It happens because this is not the suggested use of the feature.

Suppose we create a design of a Pay-slip Report containing the fields (columns) ‘Employee Id’, ‘Name’, two HOPs (‘Basic’ and ‘Transport Allowance’), with column headings being placed in Page Header, Page Number and Running Total for a column (Basic) in Page Footer and ‘Print Date’ in Report Footer. Underneath is a representation of the Report exported as (A) a text file and (B) spooled to a file:

1. Text File

2. Spool File

The differences are obvious. If the output is taken to a ‘spool’ file, the entire report with all its layout properties (including the page feed character at end of a page) is available for print. If the Report is exported as a text file, it is performed in context of the data in particular segment (typically, the data segment). It is ideal for import of data into another software.

RESOLUTION :

If you are exporting data from PERKS, to be read by some other software (i.e., not alone for printing purpose) we suggest you, not to read from, or import, spooled data directly. Rather, you can do one of the following:

• Export the data directly into a chosen format, supported by that software. For example, in order to export to the text format, different interfaces provide different export options like ‘Output to SDF’ format or ‘Copy to’ SDF format or ‘Output To File’ (i.e., choosing ‘Output To ASCII’ format). You can also export data using the ‘Output To’ CSV format. In fact, this format is quite popular amongst several Spreadsheet Packages.

• If, for some reason, you have no other option left but to use the spooled data file for use with some software, you can try this. Open the data file with a text editor (like MS-DOS ‘Edit’ etc.). Find all the end-of-page (viz., the form-feed / FF character; ASCII value: 12) characters and replace each of them with a normal carriage-return. Thus, instead of feeding a new page, we feed a new line only.

Evidently, this article discusses about the distinction between the two data export options, viz., taking output to text format and spooling data. We ‘spool’ a Report for the purpose of printing (typically through a dot-matrix printer) only. If we need to view data through some external application, such as a Spreadsheet Package, we should export the data in any format, which that Package can interpret. In general, ‘Text’ format is supported by almost all applications, though the other available formats are also quite popular.

MORE INFORMATION :

Hitherto, the Windows platform does not support direct spooling. In a cross-platform environment, you can ‘spool’ a Report, and then, directly take a printout of the Report from a Printer attached to, for example, a Unix machine (using the ‘lpr’ command from the Shell).

Desirably, the System expects only the data fields in the ‘Detail’ segment of a design that you need to take output to text (or, a .DBF file etc.). Text fields, like column headers, should not be inserted into the ‘detail’ segment.