1. The Teacher GCSE ICT File Operations GCSE

2. The Teacher GCSE ICT Master Files A Master file is the main file of data stored by a business. The data is mainly permanent… …but there may be some fields that need changing from time to time. The Master file will be sorted in order of a Key field

3. The Teacher GCSE ICT Master File Example A shop selling clothes may have a master file like this… (only 5 records are displayed) CodeDescriptionPriceSupplier Code Reorder Level Stock Level Sold this Year T101T-Shirt(Red)£4.99S156202457 T102T-Shirt(Blue)£4.99S156201864 T256Shorts£6.99S31510189 T259Skirt (Black)£12.99S1565719 T262Skirt (Blue)£12.99S156598 Which fields may need updating regularly? The shop needs to order some more of which item?

4. The Teacher GCSE ICT Transaction File When the shop sells or buys an item - that is called a transaction. The day’s transactions are placed on a transaction file. The transaction file has temporary data… …that is used to update (make changes to) the master file.

5. The Teacher GCSE ICT Transaction File Example The transaction file will have fewer fields than the master file… (only five records are displayed) CodeTransaction Type Quantity T101S1 T102S2 P10 T262S1 S1 Transaction Type is ‘P’ for Purchase or ‘S’ for Sale.

6. The Teacher GCSE ICT File Update The transaction file is used to update the master file. The values of some of the fields in some of the records will be changed. The transaction file will be sorted first into the same order as the master file.

7. The Teacher GCSE ICT Update Example CodeDescriptionPriceSupplier Code Reorder Level Stock Level Sold this Year T101T-Shirt(Red)£4.99S156202457 T102T-Shirt(Blue)£4.99S156201864 T256Shorts£6.99S31510189 T259Skirt (Black)£12.99S1565719 T262Skirt (Blue)£12.99S156598 The first transaction record… CodeTransaction Type Quantity T101S1 What data will be affected in the master file?... 24 – 1 = 23 57 + 1 = 58

8. The Teacher GCSE ICT Update Example CodeDescriptionPriceSupplier Code Reorder Level Stock Level Sold this Year T101T-Shirt(Red)£4.99S156202358 T102T-Shirt(Blue)£4.99S156201864 T256Shorts£6.99S31510189 T259Skirt (Black)£12.99S1565719 T262Skirt (Blue)£12.99S156598 The 2nd transaction record… CodeTransaction Type Quantity T102S2 What data will be affected in the master file?... 18 – 2 = 16 64 + 2 = 66

9. The Teacher GCSE ICT Update Example CodeDescriptionPriceSupplier Code Reorder Level Stock Level Sold this Year T101T-Shirt(Red)£4.99S156202358 T102T-Shirt(Blue)£4.99S156201666 T256Shorts£6.99S31510189 T259Skirt (Black)£12.99S1565719 T262Skirt (Blue)£12.99S156598 The 3rd transaction record… CodeTransaction Type Quantity T102P10 What data will be affected in the master file?... 16 +10= 26

10. The Teacher GCSE ICT The Update finished… CodeDescriptionPriceSupplier Code Reorder Level Stock Level Sold this Year T101T-Shirt(Red)£4.99S156202358 T102T-Shirt(Blue)£4.99S156202666 T256Shorts£6.99S31510189 T259Skirt (Black)£12.99S1565719 T262Skirt (Blue)£12.99S1565710 The items of data in RED have changed… Not all records will be necessarily altered. This new master file will then be used for tomorrow’s update…and so on….

11. The Teacher GCSE ICT The System Flowchart