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.
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.
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.
Notes
If Foreign Currency in use and the statement is processed printing in the currency of the account then the value saved is in the appropriate currency otherwise the value is saved in the base currency.
If the statement layout is set not to include forward transactions then the value saved as the outstanding transaction value does not include the effect of any forward allocations.
By default these parameters will require exclusive locks on the account and transaction files. If set the option to ‘Omit File Locks’ then the system will allow updating with usage locks but will omit the print of a statement where the account is exclusively locked by another user.
Article ID: 1906
Created On: Fri, Oct 26, 2012 at 11:29 AM
Last Updated On: Mon, Jun 19, 2023 at 3:23 PM
Online URL: https://kb.datafile.co.uk/article/save-statement-balance-to-account-transactions-1906.html