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<< Click to Display Table of Contents >> Navigation: MLS 2026 Installation and System Setup > Datamanager - Your Installation and Data Management Tool > The MLS File Editor > Working With Data Files |
All information used by MLS 2026 is stored within special database files.
These files contain:
•client records
•vehicle information
•workorders
•inventory
•accounting data
•appointments
•scheduling information
•and all other operational records used by the system
MLS 2026 also uses several support and memory files with:
.MEM
extensions.
These are internal support files and should NOT be manually modified.
A database file is essentially a very large organized list of information.
Imagine stretching a long strip of tape across a room and writing information onto it from left to right.
As new information is added:
•it is placed at the end of the existing information
Database files work in a similar manner.
Every database file begins with a:
header
The header tells the computer:
•how the file is organized
•how many fields exist
•the type of each field
•and the size of each field
The header acts like a map that explains how the information is stored.
A field is a defined storage space for a specific type of information.
Each field contains:
•a name
•a data type
•and a maximum size
Examples of fields might include:
•Client Name
•License Number
•Invoice Total
•Date of Service
A single database file may contain many different fields.
When information is entered into a set of fields:
the complete group is called a record
For example:
•when a part is added to a workorder
•all information about that part
•quantity
•pricing
•description
•and totals
are stored together as one record.
MLS 2026 stores records sequentially:
•one after another
•without visible separators
The header information tells the program:
•where each record begins
•where it ends
•and how to interpret the stored information
MLS 2026 uses industry-standard:
xBASE compatible database structures
The primary data files use the extension:
.DBF
Memo or large text fields are stored separately in files using:
.FPT
extensions.
Index files use:
.CDX
extensions.
Database files are typically found within:
\MLS2026s\DATA\
on the server computer.
You can view these files using Windows File Explorer, although they should not normally be modified outside approved utilities.
Some fields contain large text entries such as:
•notes
•recommendations
•comments
•descriptions
These are stored in special:
memo files
using the .FPT structure.
The .DBF file contains a pointer to the text while the actual contents are stored in the .FPT file itself.
MLS 2026 uses special index files to:
•locate records quickly
•sort information
•accelerate searches
•improve browse performance
These indexes use:
.CDX
files.
Indexes are sometimes referred to as:
keys
because they help the program rapidly locate desired records.
For example:
•a workorder file may have an index built on the workorder number
•vehicle files may be indexed by license
•client files by company name
•inventory by part number
Without indexes:
•large databases would operate much more slowly
MLS 2026 primarily uses five field types.
Character fields store:
•names
•descriptions
•text
•codes
•and other readable information
These are the most common fields.
Numeric fields store:
•quantities
•prices
•totals
•balances
•and values used in calculations
Date fields store dates in:
month/day/year
format.
Logical fields store:
•Yes / No
•True / False
type information.
Memo fields store:
•large notes
•recommendations
•long descriptions
•and formatted text
The actual contents are maintained in the .FPT files.
Database files may be maintained using:
the MLS 2026 File Editor
Instructions for its operation are provided in the following sections.
⚠️ IMPORTANT
Extreme caution should always be used when working directly with database files.
Before making ANY modifications:
•create a complete backup first
It is critical that the person performing the work:
•fully understands the purpose of the file
•understands all related fields
•and understands the relationships between records
Improper changes can:
•break data links
•corrupt reports
•damage accounting information
•or make records inconsistent
MLS 2026 allows data to be copied from live database files into separate research or reporting files.
For example:
•workorders for a fiscal year could be copied
•then imported into Excel
•where projections, charts, and specialized reporting could be performed
The normal process is:
1.Open the file with the File Editor
2.Create a query to isolate desired records
3.Copy the selected records to another file
The original records remain unchanged inside MLS 2026.
External reporting tools should NEVER directly manipulate live MLS 2026 data files.
Always:
•work with copies
•export data first
•and preserve the integrity of your production database
Any software capable of reading:
.DBF / .FPT / .CDX
structures may potentially work with MLS 2026 data.
This includes:
•spreadsheet programs
•reporting systems
•custom database tools
•and some word processing products
Many office products can directly import:
.DBF
files.
Consult the documentation for those products to determine compatibility.
⚠️ NEVER allow outside programs to directly manipulate your live MLS 2026 database files.
Some programs:
•do not properly support FOXPro database drivers
•may alter file headers
•damage indexes
•or corrupt structures
Always work with COPIES of the data files.
This cannot be overstated.
Custom reports may be created using third-party reporting tools capable of reading:
.DBF / .FPT
database structures.
These utilities can:
•extract information
•summarize trends
•generate charts
•and create specialized business reports
Consult the documentation for those products regarding:
•importing data
•linking files
•creating relationships
•and building reports
MLS 2026 data structures are extremely powerful when used properly and cautiously.