Special Considerations for Recovery Processing Phase

The Recovery Processing phase of Accounts Receivable allows you to make changes to master files. Changes made within Recovery Processing also affect the integrity of the audit trail.

Master Files

The following master files are resident in Accounts Receivable:

Parameters Descriptions Customers Customer Divisions Customer Areas Customer Types Sales Tax Codes Terms Dunning Codes Recurring Billings Customer History Miscellaneous Customers

WARNING!!!

Changes made to master files in the Recovery Processing phase of APPX Accounts Receivable may affect files used in other applications within your system. PROCEED WITH CAUTION!!!

Restarting a Posting Process

If is always best to have a current backup of your data so that you can restore it if a post fails for any reason. In the event that you do not have a backup, or that your backup is also damaged, there are certain steps you can take to restore your data. Each case is unique, so no attempt will be made here to be specific; however, there are generalized procedures you can perform to assess the amount of damage and attempt to repair it.

The first step is to reprint the journal, taking care to change the “Journal Printed?” selection for EQ N to GE N (since the journal has been printed already, this field will be set to ‘Y’). Since the posting procedure is divided into two parts, if the journal is complete then the update failed during the post to General Ledger, and nothing has yet been posted to Accounts Receivable. If the journal is not complete, the post to General Ledger is finished and the update failed during the post to Accounts Receivable, and the first transaction on the journal will be the transaction that was in the process of being posted. If you have set “Use Transaction Control?” to ‘Y’ in your Parameters file, you can verify this by using Transaction Control Inquiry in both General ledger and Accounts Receivable to check the “Last Transaction Posted” filed.

If the update failed during the post to General Ledger, and if General ledger is in a prior month, the only General ledger file affected is the Future Postings file. In this case, simply reset the “Post in Progress” field on the affected transaction file, and restart the post. When the post completes, there will most likely be some double postings on the General Ledger Future Postings report, which you can then back out using the “Out of Balance Posting” option for General Ledger journal entries.

If the update failed during the post to General Ledger, and if General Ledger is in the current month, other files will be affected. Reset the “Post in Progress” field for the affected transaction file, and restart the post. When the post completes, the General ledger Account Balances file should be reviewed for an out-of-balance condition, especially for prior month or year postings; and the General Ledger Year-to-Date and Month-to-Date Postings file contains double postings; these can only be corrected by deleting the extra record in Accounts Receivable Recovery Processing.

If the update failed during the post to Accounts Receivable, the files that will be affected are the Transactions file, the Customer file, the customer History file, and the Unpaid Invoices file. print the Transaction Register and the Unpaid Invoices report; if these two files agree, then Accounts Receivable is in balance. check to see if the last transaction that was posted has been deleted. If not, delete it before restarting the post.

Most likely, the Transaction register will not balance to the Unpaid Invoices report in this circumstance, because the Transaction file will have been updated and the Unpaid Invoices file will not have been updated. You need to delete the transaction from the Transactions file and review your Customer and Customer History data for that customer to determine which, if either, of these files have been updated. Use Recovery Processing to repair any updated files; print the Modification Logs that are produced, as an adjunct to your audit trail. Then, reset the “Post in progress” field on the affected transaction file, and restart the post.

When the post completes, review your data carefully to ensure its accuracy.

After Completing Recovery Processing

After completing Recovery processing, you should print ALL modification logs. Upon returning to Live Operations, reports should be printed to verify that changes made to files during recovery processing still retain all data in balance!