Option 3Unit Accounts

You can use this function to enter or edit basic information in the Unit Accounts file. In addition, during the Initial Setup phase of your oerations, you can enter monthly unit balances. Each Unit Account record defined corresponds to an account defined in the Chart of Accounts. However, each balance is given in a non-monetary denomination, such as 'machine hours'.

An example of the useof a unit account might be to track machine hours for equipment, or miles accumulated on company cars, or the number of defective parts discovered on an assembly line. Statistical information can then be gleaned from the Unit Balances report.

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.

At any time, you select the Direct Process 1 option to momentarily suspend this function in order to exit to the "installation-wide" direct menu, or the Direct Process 2 option to exit to the "application" direct menu. Also, you can review on-line ducumentation for any field at any time by positioning the cursor at that field and selecting the Help option.

On the following pages, the three screens displayed by this function are shown.

The screen presents information about Unit Accounts.

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 are described below:

Unit Type

Alphanumeric, up to 12 characters Scan available Carries forward in ADD mode

Supply a code from the Types fiel for this unit. The system displays the description so that you can verify your entry.

Account

Upper case, up to 12 characters Required Scan available

Supply the account number for this unit balance. The system displays the description so that you can verify your entry.

Description

Alphanumeric, up to 30 characters Required

Name or describe this Unit Balances record. This description will be printed on lists and reports.

Added On

Date (YMD) Display only

All master file records contain system maintained fields to identify the date each record was added to the file. The system uses "today's date" as the date of record.

Added By

The system displays an upper case alphanumeric field, up to 3 charaters in length.

All master fiel records contain system maintained fields to identify the operator who added the record.

Changed On

The system displays a date (YMD).

Any change made to any field in a record will cause the change date to be updated.

Changed By

Upper case, up to 3 characters Display only

Any change made to any field in a record will cause the change date to be updated along with the operator's ID.

Press ENTER to display system-supplied information and then press ENTER again to continue to the next screen.

Select the Next Record option to go to the next Unit Accounts record.

At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Unit Accounts file.

The screen presents information about Unit Balances.

During the Initial Setup phaseof your operations, you can enter monthly unit balances using this screen. During Live Operations, this screen will not appear.

This file stores the Unit Balances information by account number and type. A separate Units Entry function is provided to post units transactions to this file.

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 are described below:

Fiscal Year

Positive number, up to 2 digits

Identify the fiscal yea for which you are entering balances.

SOY

Enter a number with up to 9 digits t the left of the decima and 2 digits to the right of the decimal.

Supply the start-of-year unit balance.

Monthly Balances

Number, up to 9 digits and 2 decimals

Supply the unit balances for each fiscal month. Thirteen months are allowed.

EOY

Enter a number with up t 9 digits to the left of the decimal and 2 digits to the right of the decimal.

Supply the end-of-year unit balance.

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:

• WA Record for Fiscal Year "00" Containing All Zeros Will Be Added

Press ENTER to display system-supplied information and then press ENTER again to continue to the next screen.

Select the Previous Image option to go back to the Unit Accounts screen. Select the Next Record option to go to the next Unit Balances record. Select the End option to go the next Unit Accounts record.

At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Unit Balances file.

This screen may optionally be used to display information about Unit Balances.

During the Initial Setup phaseof your operations, this screen will not appear. During Live Operations, you can use this screen to view your unit balances.

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 are described below:

Fiscal Year

Positive number, up to 2 digits

Identify the fiscal year for which you are entering balances.

SOY

The system displays a number with up to 9 digits to the left of the decima and 2 digits to the right of the decimal.

Supply the start-of-year unit balance.

Monthly Balances

The system displays a number with up to 9 digits to the left of the decima and 2 digits to the right of the decimal.

Supply the unit balances for each fiscal month. Thirteen months are allowed.

EOY

The system displays a number with up to 9 digits to the left of the decima and 2 digits to the right of the decimal.

Supply the end-of-year unit balance.

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:

W A Record for Fiscal Year "00" Containing All Zeros Will Be Added

Press ENTER to display system-supplied information and then press ENTER again to save the information on this screen.

Select the Previous Image option to go back to the Unit Accounts screen. Select the Next Record option to go to the next Unit Balances record. Select the End option to go the next Unit Accounts record.

At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Unit Balances file.