In the context of database and business applications, a report generator is primarily used to do which of the following tasks?

Introduction / Context:
In business information systems, organisations store data in files or databases and then need to extract that data in a readable, summarised form. A common tool for this purpose is a report generator. Understanding what a report generator does helps you distinguish it from other tools used for data entry, file maintenance and backup. This question tests whether you know the main function of a report generator in typical office or database software.

Given Data / Assumptions:

• We are working in a database or business application environment.
• There are existing data files or database tables.
• The tool mentioned is a report generator, often part of an application package.
• Options mention printing, data entry, file updating and backups.

Concept / Approach:
A report generator is a software tool that allows users to design and produce formatted reports from stored data. Users specify which fields to include, how to group or summarise data and how it should appear on paper or on screen. The generator then reads data from the database and outputs human friendly reports. It is not primarily used for entering new data or updating records, although some integrated systems may include these functions in other modules. Its core purpose is report creation and printing, not general file maintenance or backup.

Step-by-Step Solution:

Verification / Alternative check:
Documentation for common database tools like Oracle Reports, Crystal Reports or the report modules in ERP systems emphasises designing and printing reports from existing data. Tutorials show steps for selecting fields, grouping records and printing invoices, statements or summaries. They do not describe a report generator as the main interface for entering or editing data. Backup and restore features are part of database administration, not report design. This consistent description in practical tools confirms that the primary use is to generate and print reports based on stored data.

Why Other Options Are Wrong:

• Perform interactive data entry into forms: Data entry is handled by input forms or transaction screens, not by the report generator itself.
• Update and modify master files directly: File maintenance operations are done by database utilities or application logic, not by the reporting module.
• All of the above: Overstates the role of a report generator, mixing several different functions into one tool.
• Back up data to external storage: Backup utilities or DBMS tools manage backups, not report generators.

Common Pitfalls:
Students sometimes see the phrase report generator in a multiple choice question and choose All of the above, assuming that modern software can do everything. While integrated software packages may contain many modules, each module has a primary function. The report generator's specific job is to convert stored data into readable, usually printed, reports. Remember this focus on output, not input or maintenance, to answer similar questions correctly.

Final Answer:
In database and business applications, a report generator is primarily used to print files and structured reports on paper or screen based on stored data.