Configuration - Defining the Ledger Link

Select ‘General Parameters’ and at the bottom of this screen are options to reference up to five custom/profiler plus points.

Enter the reference ‘9903’ against the first custom point number and press <END>. After confirming the above details are OK you will be asked if you want to change the definition for the update to the Sales Ledger – respond Yes.

Dummy Run – Does Not Update – when set to ‘Y’ would process the documents but not update the ledger. Note: this would not prevent any ‘flag’ items back to the main file from being processed.

Save Doc. Only – set to ‘Y’ no transactions will be generated but the ‘invoice’ would be saved for reprint from the sales/purchase ledger enquiry (see tips above for accumulators required).

Database (1-8) for Sales Accounts – this prompt is asking for the database number within the profiler location of files for the sales (purchase) accounts.

Purchase (not Sales) – as you may have noticed some prompts assume the invoice is to update the sales ledger – setting this prompt configures the system to update the purchase ledger.

Database (1-8) for Sales Transactions – this prompt is asking for the database number within the profiler location of files for the sales (purchase) transactions.

Save Invoices for Desktop – Days – this prompt asks for the number of days this document will be held on the sales/purchase documents file before it can be cleared.Normally set as 365/3650 etc.Note that documents are only removed if/when you run the document clear down procedure – they are not removed automatically after this time.

Save ID (def INV) – this prompt asks for a one-character identifier for the document type. If left blank assumes I – Inv. You can use any character and this will appear on the list in the Ledger Enquiry. Note that certain letters are assumed to be particular document types – A-ACKnowledgement, D-DELivery Note, Q-QUOte and S-STAtement.

OR days taken from item number – referring back to the number of days to keep the saved document on file you can select to pick up the number of days from the account file. This is not normally used.

A/C Item for Last F10 document – if you have a large number of documents per account you may have introduced a pointer file on the accounts database to speed enquiries.If this has been created then you also need to reference this item here.

Use Invoice Number Sequence (1-Inv, 3-Crd)– if producing an invoice and not using your own sequence you can set to use the ledgers invoice (or credit) sequence.

Write Type 9 for each record – usually set to ‘Y’.

On the following screens you are presented with a list of data item from the ledger transaction file and you are asked to cross reference, as appropriate, to the accumulators. Although you can set the system to blank accumulators after writing the type 9 this could have affects on any document totalling so it is normally best to leave this setting blank and use the suggested $RECORD, NOPRINT control block to clear any accumulators if required.

There are certain items you should not set – these include Transaction Type, Payment-Discount, Total, Allocated, Account Record Number, Next Transaction, Nominal Updated, Period Number, Old-Transaction, Forward Transaction or Forward Allocated. Other items can be cross-referenced as required.