Create / Update Account Records Before Import

Datafile Software

Create / Update Account Records Before Import

This feature allows the sales/purchase order processing batch update to process a DFD input file and create/update account details before continuing to create the orders themselves.

On selection of the batch order input the system will, if configured, prompt as to whether to create/update the account records.

Press <Enter> or <Y> to proceed with the creation and update of account records, else press <Esc> or <No> to abandon the update and return to the menu.

As the account update is processed and completed the system displays the number of rejected updates together with the number of accounts created or updated.

An update may be rejected if that account is already in use. If an input record is rejected because an account is in use the system will offer to abandon the order creation stage, otherwise the system will continue to the order generation.

File Full / Index Needs Tidying

If the accounts file becomes full then the system will attempt to auto-expand the file if the system can gain exclusive access to the file (and auto-expand settings are defined in the Controls & Audit Manager). Similarly if the accounts file index needs tidying then the system will tidy the index if exclusive access can be obtained.

If either the file or index becomes full and the system cannot expand or tidy then the account update (and order creation) will be abandoned and the operator informed accordingly. This will occur even when the batch update is processed on an ‘auto-run’ basis.


A new third screen has been added to the batch update configuration with the application user facilities for SOP / POP.


Input accounts pathname (DFD) – enter the pathname of the file that contains the new/updated account details.

Account – enter the item number on the input file that contains the account code to be created / updated.

Flag – reference the item on the input file that is to be updated when the input record is successfully processed. Flag may be a ?-item (updated with ‘Y’), a D/E-type date item (updated with today’s date) or an X-type item (updated with account code).If the flag is set and the record is re-processed then it will be rejected.

Error – reference the item on the input file that will be updated with an error code if the input record is rejected. Data item type is an N-type and will be updated with ‘1’ if the record is rejected were the account being updated is in use by another operator.

Omit exclusive file locks – set to omit the exclusive lock on the accounts and input file and lock on a record-by-record basis instead.

Update if already exists – set to allow the account to be updated if it already exists.

If Auto, Reject if update fails – if omitting exclusive file locks then both the input file and the accounts file are locked on a record basis. If a record lock fails, as the input or output record is in use by another user, then the system will normally carry on to the order generation stage (warning if run manually that not all accounts were updated). This option allows the procedure, when run on an automatic basis, to exit if the account update fails. NB: The system will always exit if the account update fails due to a file full / index tidy required error.

Copy INP -> ACC– allows definition of up to forty copy items from the input file to the accounts file to be copied when creating / updating account records. You would not set the account code itself as a copy item.

 New Account Defaults

The system will automatically apply the new account defaults as set in the Sales and Purchase System Profiles. In addition the system will automatically flag the accounts as ‘open-item’ if set as such in the System Profiles. Finally the system will flag the account as the base currency account.

These values are set automatically when an account is created but will be overridden if you define a copy item from the input file to these items.

Custom Fields

Article ID: 308
Created: June 13, 2012
Last Updated: October 22, 2012
Author: Terry Moore

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