Global Change Account Codes

Within the sales and purchase ledgers the facility exists to change an account code on an individual basis or for several at a time. This option only changes the account code recorded on the accounts and transaction files, meaning you have to ensure that there are no active orders for an account when you change it and you lose your order history for the account.

This option, which requires adding to the menu, allows you to use the same ‘change’ database - used when changing several accounts on the ledger - to change the accounts on the order databases as well.

When selected you are asked to choose the database which contains the list of account codes to change, <F4-Select> is available if required.

You are warned to ensure that no other users are using the system (or at least using this particular company’s order files). When confirmed the system reads through the change accounts database and updates the new account codes to the sales/purchase order header and detail files.

Installation

Database Changes

If you haven’t used the change account codes database previously then you will need to create the database and the ability to maintain this file. You can create a new database by selecting Database Systems from the main menu, followed by DataFiler Database Utilities, then Create/Amend Database Structures and finally Create New Database.

The change database is a fixed structure file with two items – the current account code and the new code.

No Item Name Type Description

1 CURR-A/C X (10) Prime-index of the change database, this item holds the current value of the account code.

2 NEW-A/C X (10) This item holds the value of the new account code.

To maintain this database you could create a ProFiler or Desktop Database maintenance screen. Premier users could add a call to this maintenance option on a menu prior to the routines to change the code(s) on the accounts and order files

Menu Design

You need to amend the menu structure to allow use of this option. Diamond users need to amend the SP.D03 (or PP.D03) to call this action. Premier users might want to amend the SLUTIL.D03 (or PLUTIL.D03) to call the maintenance action for the change database, the update to the ledger files and the update to the order files.

To amend the menu sign-on as the CONFIG user and select the option Application Menu Design. Confirm the pathname of the file you wish to amend and select whether you wish to add the new item to the left or right of the menu, once confirmed move down to a blank entry to add the menu option.

Enter the menu title, for example ‘Change A/C on Order Files’, and press <Enter> to update the menu parameter details. Set the details to P for Program, the menu name/program of SP.EXE (or PP.EXE for Purchase Orders) and the parameter 7802.Other details including authority level can be set as required.