Set Account Group on Stop

Datafile Software

Set Account Group on Stop

The Sales and Purchase Ledger allow the facility to reference accounts as being part of a group. This group identification can be used for reporting selection criteria and for the new Group Enquiry function discussed later in this manual. Credit Control options allow you to mark the account as ‘on stop’ preventing the generation of invoices for a specific account, this new feature allows the option to mark an account group as a whole as ‘on stop’.



The option to mark an Account Group on Stop asks you to select an account, <F4-Select> is available but will restrict selection to those accounts where the main account code matches the group account.

After selecting the STOP (or RELEASE if account already on stop) option the system will warn that will place all accounts in the group on stop and ask if OK to proceed.

Installation

Menu Design

The Mark Account Group On Stop option needs to be added as required to the Sales/ Purchase menu.To add a new menu option sign-on as the CONFIG user and select Application Menu Design, choose the menu to update (the Sales Ledger Utilities menu is SLUTIL.D03, the Purchase Ledger Utilities is PLUTIL.D03) and then select to update either the left or right-hand menu.Move down to a blank menu entry and enter the title required then press <Enter> to enter the menu parameters.

Applic, Program or Notes P-Program

Menu Name or Program Path SL.EXE / PL.EXE

Parameter 1011

NB: Other options can be set as required.

Database Changes

The Group Account Flag item is usually a pre-existing data item (GRP-ADD-XREF) and can be set via the Sales / Purchase extra maintenance screens. However, for this option the account flag needs to be a secondary index item.

To update 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. The existing data items are then displayed on screen, scroll-down to the GRP-ADD-XREF item and press <F4-Select> to set as secondary index.

Up to two secondary indexes can be defined against a database, if both in use Premier users can consider moving one of the index items into the Extra Selection items (note than any search on this moved item will be slower however). Diamond users would have to consider whether they can replace one of the index items.

Once the indexes have been updated 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 update the index items here also.