The Collection File Maintenance program can be used to modify the information in the collection files after the data collection process is complete. Records can be added changed, deleted, and moved to other supplier/employees.
When you enter this program, you will be prompted:
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Supplier |
Enter 'S' to select supplier records to modify. |
|
Payroll |
Enter 'P' to select payroll records to modify. |
|
Expenses |
Enter 'E' to select an employee's expense record to modify. |
Note: The screen and prompts for the expenses and payroll are not detailed as they are like the prompts for the Supplier Record Modifications.
The following screen will appear:
Vendor Number
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Enter the vendor number of the record to be modified. Using the lookup will display valid vendors in the collection file. If there is only one record for this vendor, the remaining information is filled in automatically. If there is more than one record, you are prompted for the invoice number to change. Using the Lookup is available at the invoice number field to help you select the record to modify. If the vendor number does not exist in the file, you will be prompted:
Entry Not Found Add to File
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Enter 'Y' to add the record to the file.
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Enter 'N' to re-key the vendor number.
The system will prompt:
If 'A'dd is selected, the system will prompt for the following information:
Invoice Number
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Enter the invoice number for this record.
Vendor Name
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This field will automatically be filled in with the description from the vendor file and can be overwritten if necessary.
Batch Number
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Enter the batch number in which this invoice was created.
Payment Date
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Enter the date as YYMMDD the invoice was paid.
Paid
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Enter the amount of this invoice.
Expense
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Enter any employee expense amounts associated with this invoice.
Note: The system will total both the paid and expense totals to report on.
Original Vendor
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Enter the original vendor (if necessary) that this invoice was entered and paid to (e.g., if an employee was reimbursed for an invoice paid to VISA, VISA would be the original vendor).
If 'C'hange is selected, the following prompt will appear after changes are made:
Accept the Changes
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Enter 'Y' to accept the changes. The status field on the record will be set to 'CHANGED'.
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Enter 'N' if you do not want the system to update the record with the changes.
If 'D'elete is selected, the following prompt will appear:
Delete this Entry
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Enter 'Y' to delete this entry. The status field on the record will be set to 'Deleted' and this entry will not be included on the Public Bodies Report.
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Enter 'N' to leave the record unchanged.
Note: If you access a record already deleted, this prompt will read unDelete. If you enter 'D' it will undelete the record so that it can be picked up on the report.
If 'M'ove is selected, the following prompt will appear:
Move to Vendor Number:
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Enter the vendor number to move this record to.
Accept This Entry
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Enter 'Y' to accept the move. The system will mark the record as being moved and change the original vendor on the file to the vendor number that was changed.
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Enter 'N' if you do not wish the move to record.