Chapter 4: Recovery Processing
Option 8Transactions
This Recovery Processing function allows changes to be made to Transaction records which cannot be accessed through 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 Transactions.
This file contains detail of outstanding transactions.
Recovery Processing Transactions 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 Scan available
Supply a number from the Vendor file. Once you enter a valid number, the system displays the vendor’s name so that you can verify your entry. Be sure to enter any specific name and address information for miscellaneous vendors through the Miscellaneous Vendors option.
- Apply To
Required
Enter an upper case alphanumeric filed, up to 8 characters in length.
Enter the number of the invoice, credit memo, or debit memo affected by this transaction. The Apply To is generally the invoice number, except for invoices which adjust a previously posted invoice. In this instance, the Apply To refers to the original invoice number.
- Invoice Type
Upper case, 1 character Numbers only Valid: 1, 2 Required Carries forward in ADD mode
Supply a valid invoice type code. These codes are maintained in the Description file. Once you enter an invoice type, the system displays its corresponding description so that you can verify your entry. Valid invoice types are:
- 1
- Invoice
- 2
- Retention Invoice
- Date/Time Stamp
Date and time (YMDHMSH)
The system adds the current date and time to the record. If several transactions have the same Apply To number the date and time are used to distinguish between the transactions.
- Amount
Number, up to 7 digits and 2 decimals
Enter the amount to be debited or credited for this transaction. A credit entry requires a minus sign. Invoices and debit memos are positive amounts; credit memos and payments are negative amounts.
- Transaction Date
Date (YMD) Required
Supply the date of the transaction.
- Discount Amount
Number, up to 7 digits and 2 decimals
Enter the amount of discount to be taken when the invoice is paid.
If you are using the discounts lost method, enter the amount of discount lost if payment is not made within the discount period.
If you are using the discounts earned method, enter the amount of discount to be taken if paid during the discount period.
- Discount Due Date
Date (YMD)
Enter the date of the last day of the discount period.
In live Operations, the system uses this date as the pay date. If you do not enter a Discount Due Date, the Invoice Due Date is used as the pay date.
- Retention Amount
Number, up to 7 digits and 2 decimals
Supply the retention amount to be taken before the invoice is paid.
- Invoice Due Date
Date (YMD) Required
Enter the date when the invoice is due. This field is required for a transaction to be automatically paid using the Checks Processing function.
In Live Operations, this date is used as the pay date if no Discount Due Date is present. If you do not supply either an Invoice Due Date or Discount Due Date, the system assigns the transaction a blank pay date which translates to “do not pay”.
- Invoice/Check Number
Upper case, up to 8 characters
Furnish the invoice or check number for the transaction.
- Post Month
Upper case, up to 2 characters Letters and numbers only Valid: 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12, 13, EY Required
Designate the calendar month (or fiscal period, for 13-period accounting) in which this transaction was posted.
- Post Year
Positive number, up to 2 digits
Designate the calendar year (or fiscal year, for 13-period accounting) in which this transaction was posted.
- PO No
Upper case, up to 8 characters
Supply the purchase order number for the invoice.
- Transaction Type
Positive number, 1 digit Carries forward in ADD mode
This code categorizes the transaction by indicating the file from which the initial entry and posting were made. Valid types are:
- 1
- AP Invoice
- 2
- Debit/Credit Memo
- 3
- AP Adjustment
- 4
- Payment
- 5
- PO Invoice
- 6
- Prepayment
- 7
- Retention Invoice
- 8
- Direct Disbursement
- Transaction Description
Alphanumeric, up to 30 characters
Describe this transaction. This description appears on the Transaction Register.
- Operator ID
Upper case, up to 3 characters Letters and numbers only Required Carries forward in ADD mode
The system displays the operator ID who entered this transaction.
- Control Number
Positive number, up to 4 digits
Supply the Control group number for the set of transactions you want to change.
- Transaction No
Positive number, up to 4 digits
Enter the transaction number that identifies this transaction.
- Pay Status
Upper case, 1 character Valid: N, T, H, D Default N Carries forward in ADD mode
The pay status code and description that were defined for this vendor in the Vendors file is displayed. You can change this entry. Valid codes are:
- N
- Normal (Use payment terms as defined in Terms file.)
- T
- Take Discount (Take discount regardless of payment terms.)
- H
- Hold (Place a hold on the check until released during Check Processing, through Edit Pay Status.)
- D
- Disputed (Keep the payment in limbo until the problem is resolved.)
- Liability Account
Upper case, up to 12 characters Required Scan available
The vendor’s liability account number as defined in the Vendors file is displayed. You can change this number if it does not apply to the transaction you are entering. If General Ledger is part of your system, this account must be in the General Ledger Chart of Accounts file. The account description is displayed so you may verify your entry.
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 save the information on this screen.
Select Next Record to go to the next Transactions record.
At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Transactions file.