Chapter 4: Recovery Processing
Option 5Vendor History
This function allows changes and additions to be made to Vendor History data which cannot be accessed during Live Operations.
When you use this function, a record of all entries will be printed. For additions, all new field contents are printed; for deletions, the deleted record’s contents are shown; for changes, both old field contents and new field contents are shown; and in all cases, the User ID, date, and time are printed.
The screen shown below presents information about Vendor History.
Recovery Processing Vendor History screen
When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing.
Data items for the preceding screen are described below:
- Vendor
Upper case, up to 8 characters Numbers only Required Scan available
In AD mode, this field will automatically be saved from one record to the next.
Enter a valid vendor number from the Vendors file. The system automatically displays the corresponding vendor name so you may verify your entry.
- Year
Positive number, up to 2 digits
If you have selected to keep Vendor History by calendar year, enter the calendar year in which the purchases or disbursements were recorded. If you have selected to keep Vendor History by fiscal year, enter the fiscal year in which the purchases or disbursements were recorded.
The entered data is validated. During validation, including access to other files, conditions may be found which cause messages to be displayed. Errors (e), Warnings (W), and Messages (M) that may result are shown below:
Press ENTER to display system-supplied information and then press ENTER again to continue to the next screen.
Select Next Record to go to the next Vendor History record.
At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Vendor History file.
The screen shown below presents information about Vendor History by Month.
This file sorts monthly purchase and disbursement information by fiscal or calendar month for each vendor according to the “Calendar History?” selection in the Parameters file. The Months of History field in the Parameters file indicates how many months history are maintained. Postings to End-of- Year (month EY) are stored as month 99. During end-of-month, obsolete records are deleted.
Recovery Processing Vendor History - Months screen
When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing.
Data items for the preceding screen are described below:
- Month
Positive number, up to 2 digits
If you have selected to keep Vendor History by calendar year, enter the calendar month in which the purchases or disbursements were recorded. If you have selected to keep Vendor History by fiscal year, enter the fiscal month in which the purchases or disbursements were recorded.
- Purchases
Number, up to 9 digits and 2 decimals
Provide the total amount of purchases from this vendor during the designated month and year. Be sure to enter the purchase total as a positive number.
- Disbursements
Number, up to 9 digits and 2 decimals
Supply the total amount of disbursements to the vendor during the designated month and year. Be sure to enter the disbursement total as a positive number.
- Discounts
Number, up to 9 digits and 2 decimals
Supply the total amount of discounts taken from the vendor during the designated month and year. Be sure to enter the discount total as a positive number.
After you enter a history record, the system automatically displays another blank line item on the screen. Continue until all historical data has been entered.
The entered data is validated. During validation, including access to other files, conditions may be bound which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:
Press ENTER to save the information on this screen.
Select Previous Image to go back to the Vendor History screen. Select Next Record to go to the next Vendor History by Month record. Select End to go to the next Vendor History record.
At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Vendor History by Month file.