Save Statement Balance to Account / Transactions

A new option has been added to the Sales/Purchase Statements to allow the system to record onto the account the statement balance and on to the transactions the outstanding value at the point the statement was printed. This can be useful for later enquiry.

Installation

Database Changes

One new item is required on each of the Accounts and Transaction files for this new feature.To add this new item Diamond and Premier users should select Installation from the main menu followed by Application Manager and then Restructure A Database. Select the Sales Ledger or Purchase Ledger application. Elect to update the Live Files and then select the Accounts File. Professional users will need to restructure via the Datafiler tools – entering the required database pathname. Within the restructure the existing data items are then displayed on screen, scroll-down to the next available blank entries and create the following items:

File Item Type Description

SLA LAST-STM-BAL K/L Holds the statement balance the last time the statement was printed.

SLT LAST-STM-O/S K/L Holds the outstanding transaction value the last time a statement was printed including this transaction.

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 the additional items have been recorded press the <ESC> key 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. Once you have added the required account item repeat for the transactions items.

Document Design

New parameters have been added to the statement design to save the statement balances on print.To update the Document Design select Installation from the main menu followed by the Application Manager option and then Document Design Manager. Select the Sales Ledger or Purchase Ledger application and the Statements document type. Select the document to be updated and then, once the document mask is displayed, select the Parameters option on the main toolbar – the new option is available on the first parameter screen.

Save Balance – set to allow the facility to save the statement balance to the account and transaction files. When set a pop-up is displayed asking you to reference the required account and transaction items.