Chapter 4: Recovery Processing
Option 5Transaction History
You can use this function to edit the Transactions History field in Recovery Processing, in the unlikely event of a system failure during posting.
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 sown; and in all cases, the User ID, date, and time are printed.
The screen shown below presents information about Transaction History.
This file contains a historical record of the chronological audit trail for every invoice for every customer. Invoices with zero balances are usually deleted at end-of-month, and will be saved in this file for the number of months identified in the Parameters file as “Number of Months of Transaction History”.
Recovery Processing Transactions 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:
- Customer
Upper case, up to 8 characters Numbers only Required Scan available
The system displays the customer identified with this transaction. The customer number must be on file in the Customers field; the system displays the customer name from that file.
- Apply To
Upper case, up to 8 characters Required
The system displays the invoice, credit memo, or debit memo affected by this transaction. Many different entries may “apply to” the same invoice.
The Apply To entry is generally the invoice number, except for transactions that adjust a previously posted invoice. In this instance, the Apply To entry refers to the original invoice number.
If this is a deposit receipt, this is the sales order number (from Order Entry or Cash Receipts Entry). When the invoice is entered, this number is entered as the order number on the invoice. This is necessary in order for the deposit to be tracked and posted correctly.
- Date/Time Stamp
Date and time (YMDHMSH)
The system adds the current date and time to the record when it is posted. If several transactions have the same Customer and Apply To number, the date and time are used to distinguish between the transactions.
- Amount
Number, up to 7 digits and 2 decimals
The system displays the amount of 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
This is the calendar month or accounting period to which this transaction was posted. If you are using 12-period accounting, this is the calendar month; if you are using 13-period accounting, this is the fiscal period.
- Post Year
Positive number, up to 2 digits
This is the calendar year (or fiscal year for 13-period accounting) to which this transaction was posted.
- Transaction Date
Date (YMD) Required
The system displays the transaction date.
- Invoice Due Date
Date (YMD)
The system displays the due date of the transaction.
- Invoice Number
Upper case, up to 8 characters
The system displays the invoice number of the transaction.
- Order Number
Positive number, up to 6 digits
This is the sales order number (from Order Entry).
- Check Number
Positive number, up to 9 digits
The system displays the check number for this transaction.
- Transaction Type
Positive number, 1 digit
This code identifies the type of transaction. Valid options are:
- 1
- AR Invoice
- 2
- Debit/Credit Memo
- 3
- AR Adjustment
- 4
- Cash Receipt
- 5
- OE Invoice
- 6
- Service Charge
- 7
- Deposit
- Transaction Description
Alphanumeric, up to 30 characters
The system displays the transaction description.
- Terms Code
Positive number, up to 3 digits Scan available
The system displays the terms code for this transaction. The terms code must be on file in the Terms file; the system displays the description from this file.
- Operator ID
Upper case, up to 3 characters Letters and numbers only Required
The system displays the Operator ID of the person who added this transaction to the file.
- Control No
Positive number, up to 4 digits
The system displays the Control Number of the original control group of transactions.
- Transaction No
Positive number, up to 4 digits
The system displays the transaction number of this transaction.
- Account Number
Upper case, up to 12 characters Scan available
this field is required.
The system displays the account number entered for this transaction. If your system includes General ledger, this account number must be on file in the Chart of Accounts file. The system displays the account description from that file.
If this transaction is an invoice, a receipt, or an adjustment, this is the receivable account; if it is a direct receipt this is the revenue account number. For service charges or deposits, this is the service charge or deposit account number, respectively.
The entered date 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 Transaction History record.
At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Transaction History file.