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Authority Levels for Marking Accounts on Stop / Suspended

Datafile Software

Authority Levels for Marking Accounts on Stop / Suspended

This new facility allows for the setting of authority levels required to both mark an account as on stop/suspended and a separate authority level to release the account.In addition Release 6.4 extends the logging options available within the sales ledger when an accounts stop status is changed to the purchase ledger when an accounts suspended status is changed.

Installation

Database Changes

The Purchase Ledger accounts file now allows the facility to record the operator id that marked the account as suspended and the date / time it was marked in the same manner as the Sales Ledger can record these details when the account is marked on stop. To record these details new items are required on the accounts file.

To update these items select Installation from the main menu followed by Application Manager, Restructure a Database and then select the Sales Ledger or Purchase Ledger application.When prompted Change the Live Files respond ‘Y’ and select the Sales Accounts File or Purchase Accounts File as appropriate. The existing account data items are then displayed on screen, scroll-down to the next available blank entries and create the following items:

File Item Name Type Description

SLA/PLA ON-STOP-BY X (6) Holds the user-id who marked the account on-stop.

SLA/PLA ON-STOP-ON D / E Holds the date the account was marked on stop.

SLA/PLA ON-STOP-AT N Holds the time the account was marked on stop.

To insert a new item press <Enter> against a blank entry, enter the title as required and press <Enter>, select the item type (using the drop-down list if required), and depending on item type select the size required.

Once all required items have been recorded press <ESC> and select the UPDATE button to save the database changes.When prompted respond ‘Y’ to the prompts to ‘Extract Existing Data to New Database Structure’ and, if appropriate, ‘Copy Table Entries from Old Database to New Database. Final prompts ask to ‘Remove (.OLD) Database’ and to ‘Carry Out the Same Restructure on the BASE File as well’ – respond as required.If you select to update the base file you need to manually insert the new items at the same data item positions as on the live file.

Database Profiles

The new data items need to be referenced within the Database Profiles. To update these settings select Installation from the main menu followed by Application Manager and Set Database Profiles. Choose the Sales Ledger or Purchase Ledger application as required before selecting the Account Optional 4 parameter screen for the Sales Ledger or Account Aged Analysis for the Purchase Ledger.


On the left of the screen are the prompts On-Stop User, On-Stop Date and On-Stop Time – against each item reference the data item number of the equivalent item created above, <F4-Select> is available if required.

Application User Facilities

To set the authority levels required for marking and clearing an account on stop/suspended as well as setting the log options you need to update the Application User Facilities.To update select Installation from the main menu followed by Application Manager and Application User Facilities. Select the Sales Ledger or Purchase Ledger application as required before selecting Maintain Customer / Supplier Records and Update Account "Stop” Status


Clear Stop Log When Unset (C-Clear, K-Keep, R-Replace) – this option asks how to update the log details when an account is released from the on stop/suspended status. Setting to ‘C’ clears the on stop user/date/time, setting to ‘K’ keeps these details whilst setting to ‘R’ replaces these details with the user/date/time the account was released.

Authority Level to set an account on Stop – set the authority level, from 0-9 where 0 is the highest and 9 is the lowest, required to mark an account on stop. If this item is left blank then all users can set an account on stop.

Authority Level to release an account from Stop – set the authority level from 0-9 required to release an account from being on stop.Again, if this item is left blank then all users can release an account.

 Cashbook

 The authority level options here also apply when entering Cashbook receipts and payments where you can also release an account from being on stop.

  • Release ID: 6.4