Option 2Units Entry

You can use this function to enter and edit units transactions.

The screen shown below presents information about Units Control Groups.

When you enter units entries, you will see only one of the two possible screens for Units Control Groups. Which screen you see will depend on how you answered two questions on your Parameters file. These are the “ask Operator ID?” question, and the “Use Transaction Control” question.

If you answered ‘Y’ to both questions, you will see the screen below, and you will be able to enter control and hash totals for your units entries. In addition, a record is written to the Transaction Control file for each control group posted.

If you answered ‘Y’ to “Ask Operator ID?”, and ‘N’ to “Use Transaction Control?”, you will see the second screen, which displays only the Operator ID and the Control Number.

If you answered ‘N’ to both questions, you see the second screen buy you are not allowed to edit the Operator ID.

Units Control Groups 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:

Operator ID

Upper case, up to 3 characters Display only Letters and numbers only

The operator ID which you entered when you logged on is displayed. All control groups are separated by operator.

Control No

Positive number, up to 4 digits

A sequential number is supplied to identify this group of units.

This number is printed on the journal and tracked on the Transaction Control file.

Although it is not necessary that this number be exactly sequential, the number itself is important as a par of your audit trail.

Operator Exclusive?

Y or N Default N Required Carries forward in ADD mode

Indicate whether or not the operator is reserving exclusive access to this group of entries.

Y

Yes, access is restricted to the original operator.

N

No, access is not restricted.

Description

Alphanumeric, up to 30 characters Required

Describe this group of units. This description will appear on the Transaction Control inquiry and report.

Control Total

Number, up to 9 digits and 2 decimals

This entry is balanced against the running total kept by the system as entries are made. For Units entry, the system will always display the running total of all entries in the “Current” field. If a control total is entered by the user, the balance remaining will be shown in the “Remaining” field.

Account Hash Total

Positive number, up to 15 digits

Supply the total of all account numbers to be used during entry. The system will run a total as the entries are made and balance it against this total. (The hash total asked for may be different for different types of transaction entries.)

Print Journal?

Y or N Default Y Required

‘Y’ is displayed to indicate that this group is ready for journal printing. If you want to delay printing the journal for any reason, enter ‘N’.

Journal OK?

Y or N Display only Default N

The system indicates whether or not this group has been verified (the journal has been printed and the entries balance) and is correct.

Post Now?

Y or N Default Y Required

‘Y’ is displayed to indicate that this group is ready for posting. If you want to delay posting for any reason, enter ‘N’.

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:

• EThis Control Group Has Already Been Used for GL Posting
• EThis Control Group May Not Be Edited - Posting Was Started
• EYou May Not Change Data Entered by the Original Operator

Press ENTER to continue to the next screen.

Select the Next Record option to go to the next Units Control Groups record.

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

This screen may optionally be used to display information about Units Control Groups.

Units Operator ID 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:

Operator ID

Upper case, up to 3 characters Letters and numbers only Required Carries forward in ADD mode

The operator ID which you entered when you logged on is displayed. All control groups are separated by operator.

Control No

Positive number, up to 4 digits Display only

A sequential number is supplied to identify this group of units.

This number is printed on the journal and tracked on the Transaction Control file.

Although it is not necessary that this number be exactly sequential, the number itself is important as a part of your audit trail.

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:

• EProgram Function Key Not Allowed
• EThis Control Group May Not Be Edited - Posting Was Started

Press ENTER to continue to the next screen.

Select the Next Record option to go to the next Units Control Groups record.

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

The screen shown below presents information about Units Entries.

This file contains the detail that will be posted to the Unit Balances file.

Units Entries 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:

Transaction No

Positive number, up to 4 digits

A sequential transaction number is supplied for each detail record. This number is printed on the journal. Although it is not necessary that this number be exactly sequential, the number itself is important as a part of your audit trail.

Unit Type

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

Supply the code from the Unit and Budget Types file that identifies the type of units to be entered.

Account

Upper case, up to 12 characters Required Scan available

Journal Code

Upper case, up to 4 characters Required Carries forward in ADD mode

Identify the journal associated with this entry.

Quantity

Number, up to 9 digits and 2 decimals

Supply the quantity by which the unit balance is to be increased or decreased. A negative entry requires a minus sign.

Date

Date (YMD) Required Carries forward in ADD mode

Supply the date 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 Carries forward in ADD mode

Identify the month to which these transactions are to be posted. The current month defined in the parameters file is supplied. If you want to post to a prior period, you can change it. If your system is based on 12 account periods, enter the calendar month; if you are using 13period accounting enter the fiscal period. Your options are:

1

13: Calendar month, or fiscal period if using 13-period accounting

EY

End-of-Year

Post Year

Positive number, up to 2 digits Carries forward in ADD mode

Enter the year to which these transactions are to be posted. If you are using 12-period accounting, this will be the calendar year; if you are using 13-period accounting, this will be the fiscal year. The year defined in the Parameters file is supplied; if you want to post to a prior period, you can change it.

Reference

Upper case, up to 6 characters Carries forward in ADD mode

Provide a reference for this transaction.

Description

Alphanumeric, up to 30 characters Carries forward in ADD mode

Describe the transaction.

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:

• ECannot Post to the 13th Month in a 12 Month Fiscal Year
• WPost Year of Zero Will Post as the Year 2000
• WPosting to a Future Period
• WPosting to a Prior Period

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 Units Control Groups screen. Select the next Record option to go to the next Units Entries record. Select the End option to go to the next Units Control Groups record.

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