The 640 MEG Shareware Studio 2/The 640 Meg Shareware Studio CD-ROM Volume II (Data Express)(1993).ISO/business/vicardoc.zip/VICFMAIN.LST

File List | 1992-02-29 | 5KB | 128 lines

@MT6
@HM3
@PN45
@HE                   VICAR - File maintenance
16.0    GENERAL DESCRIPTION

   Used to perform routine file functions with limited user
   access.

   File Maintenance is performed by selecting:
                J. File Maintenance   
   from the Main Program Menu. Once selected, the Following menu
   will be displayed:

                D isplay A/R Totals
                R eprint Reports
                B ackup/Restore Files
                P urge A/R Files
                M TD Clear Totals
                Y TD Clear Totals

SELECTION DESCRIPTIONS:

16.1    Display A/R Totals -

    Allows the user to view the status of the Transaction File
    and current totals for Sales this month, this year, and last
    year.  The Major item of interest though, is the "FILE CROSS
    CHECK ERROR" amount.  This amount should be: Zero.  If it is
    NOT zero, then there is an incorrect sales amount, or amounts
    in the Customer Master File.  Print an Aged Trial Balance
    report, the customers with totals that do NOT match will be
    marked with an Asterisk.


16.2    Discount Maintenance - Available ONLY in Registered Version.

16.3    Re-Print Reports -

   This module allows the user to Re-Print a report or reports as
   long as they have not been deleted yet.  The Report files
   available will be listed in a Window.  If there are more report
   files to display than the box can hold the display will pause
   until the user presses <RETURN> to continue.  When all the
   files have been displayed, the user will be allowed to enter
   the Filename to print, or <ESC> to quit.  After printing to
   the Screen or Printer is completed, the user will be prompted
   to pick another file or Quit.


16.4    Backup/Restore Files - See section 18.0
@PA
16.5    PURGE A/R FILE -

   This is a very Vital function and should be performed after
   ALL Month-End functions have been completed as outlined in
   section: 6.3 MONTHLY PROCESSING.  The entry fields are as
   follows:

        Purge Cut-Off Date - This date will default to the Last
        Day of the previous month.  ALL "transaction groups"
        which are dated On or Before this date and are
        "PAID-IN-FULL" will be purged from the transaction file.

   NOTE - If All of the Transactions Contained IN a "Transaction
   Group" are NOT dated On or Before the Purge date, they will be
   retained until ALL of the transactions in a "Transaction
   Group" are old enough to be purged.

        Starting Customer Number - Default is: 0.  The first
        customer to start the Purge Process with.

        Ending Customer Number -  Default value is: 65535.  The
        last customer to be Purged will be the one with the same
        or lesser number. This number CANNOT be less than the
        Starting Customer Number.

   NOTE - The Starting customer number can be used in conjunction
   with the Ending Customer number to perform a Purge on a
   specific range of customers, rather than the entire customer
   base.  This field does NOT have to contain the number of a
   valid customer. The first customer will be the one with the
   same or greater number.  This can be useful for purging a
   particular customer after some Apply-To's are Re-Applied
   properly or some Credits are posted to cancel out an Invoice
   or Cash Posting Error that the operator did not Catch until
   later, etc.

   This can also be useful if the user desires to purge a
   specific range of customers on a regular basis due to them
   being on a different billing cycle, etc.

   NOTE - ALWAYS perform a BACKUP before proceeding with the
   Purge process.  This is a very Vital process and there are
   plenty of things that can go wrong outside of the programs
   contol such as: Power outages, Brown-outs, disk crashes,
   Corrupted Index, Memory Error, etc.  The ONLY way to Re-start
   this process is to Restore the Files from the Backup, Re-Build
   the Transaction file Index an Start the Process all over
   again.

   If the Index files are Re-built, Don't forget to perform
   Another BACKUP Before starting the Purge Process again.

16.6    MTD CLEAR TOTALS - This process should be performed at
   the end of the month after all needed reports are generated
   and the totals check out. (e.g. there are no adjustments to be
   done for transactions posted to the wrong customer, etc.)
   This process will clear the customer File Sales Totals ONLY.
   It should be done before any transactions are
   entered for the new month, otherwise the totals for the next
   month will not be accurate.  When Selected, the system will
   display the following Prompt before proceeding:

        "*** CLEAR - MTD Customer Totals ***"
        "Do you want to Clear the MONTH TO DATE Totals (Y/N): "

   NOTE - Always perform a BACKUP before Clearing Totals.

16.7    YTD CLEAR TOTALS - This procedure performs the same
  function as the MTD Clear above except it also clears the  YTD
  totals.  This process should  be performed in lieu of the above
  process at the End of the Year ONLY.  The following prompt will
  be displayed before proceeding:

        "*** CLEAR - YTD Customer Totals ***"
        "Do you want to Clear the YEAR TO DATE Totals (Y/N): "