The GL Move Processing program will process the criteria for all active systems in the systems list. All files containing GL accounts will be scanned and any accounts found matching those defined in the selected GL Move Table will be updated with the new account numbers.
The GL Move process may take considerable time to complete. The program must be run in batch to ensure a log of any error messages and all processing statistics are kept.
When run, the program will display a list of all GL Move Tables created and verified to be error-free. The program will not display any tables which do not follow all of the rules for moving GL accounts.
Exit
File optimization
If more than one table has been defined, use the <UP> <DOWN> arrows to move to the table name to be processed.
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Enter 'F' to activate the file optimization.
The File Optimization option will reorganize the information in each of the files affected by the move to recover lost disk space, reduce the file size, and make the file access more efficient. It is important to do this because as more information is entered into the system the size of the data files will increase. When the files get very large the information in them may become inefficiently stored all over the disk. The screen will change from File Optimization OFF to on. It is advisable to use this option when many accounts will be updated. Using this feature will increase the time required to complete the move process.
Begin processing
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Enter 'B' to begin the move process.
The system will prompt:
Are you satisfied with your system backup?
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Enter 'Y' if you are sure that you have reliable backup of your data files.
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Entering 'N' will exit the Move Processing program.
After entering 'Y' the system will submit the job to batch.
The GL Move will modify the GL history for all years in each of the systems defined in the systems list. It is important that backups exist which could be restored if the files need to be restored to the state prior to the move.
A processing log file will be created and maintained as the GL move progresses through each of the data files on the system. This file may be viewed while the move is executing to monitor the progress of the current GL move process. This is a standard log file in the format ######.LOG which can be viewed with the command:
$Type ######.LOG
where ###### is the 6-digit job number displayed when the move was submitted.
The Move process keeps track of each file that is processed. If the Move should fail before completion due to an error or system failure, check the processing log and correct any errors that have been reported. Running the Move process again will resume the move at the last file that was being processed before the previous move failed. A move may be restarted as many times as necessary.
When the move process completes, the GL Move Selection Criteria and GL Move Tables will be moved to history. This will prevent the same Move from being run a second time accidentally.
(Note: This historical information will be made accessible for inquiry in a future release of the GL move.)
A report listing will also be generated which summarizes the GL Move processing statistics. This is a standard report file in the format ######.LST which can be printed when the move completes.
Error Messages that may occur during the GL Move
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ERROR MESSAGE |
Description |
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The selected GL Move Table could not be processed. The Move Table contains errors. |
The GL Move table contains entries which do not conform to rules for moving accounts. Use the Table Maintenance program to load the table and review and correct the errors. |
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There are no active systems in the GL Move Systems List. |
The GL Move Systems List defines the location of data files for each product in use. This error indicates that there are either no entries in the list or that all of the entries have been deactivated. |
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The file _____.DAT requires the __ data logical group ___
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Review the GL Move Systems list. The entry for this system does not include a required data group entry. Remember that OPS must have two entries for each payroll, one for data group 0 and one for data group 1. BAS uses groups 0, 1 and 2. |
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Error creating new entry in the ___ file ________.DAT. Transaction from account # __________ to __________.
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Some files do not allow more than one transaction to a GL account. If the move encounters a duplicate the transaction will be saved in a reject file and processing will continue. The number of records rejected will be printed in the LOG file. |
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Error opening the ___ file ________.DAT - {file description} |
The GL Move process could not open one of the data files. This can be caused by several situations: |
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Protection violation. Correct the protection on this file and re-run the move. |
Check the ownership/protection setting for the file. Make sure the account running the move has necessary privilege to access and update the file. |
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Illegal Usage for Device Correct the logical used for the __ data logical group ___. |
The entry in the GL Move Systems List for this product has an invalid logical name used for the directory. |
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Bad directory for device. Correct the directory used for the __ data logical group ___. |
The entry in the GL Move Systems List for this product has an invalid directory. |
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Cannot open file. Check the account quotas for the account |
Review the authorization parameters for this account. It may be necessary to increase a quota that is being exceeded. |
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Bad RECORDSIZE value on OPEN. File Attributes not Matched. (characteristics are different from the definition in the ___ file database.) The file should be INDEXED/SEQUENTIAL with #### byte FIXED/VARIABLE length records. Report this error to TSC |
This error should not occur. This is an indication that the file does not have the same characteristics as expected for the version of the product being used. (i.e.. different record length or key structure) Contact TSC immediately so the file database can be updated with the correct file characteristics |
Status Messages that may occur during the GL Move
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STATUS MESSAGE |
Description |
|---|---|
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This GL Move has already been completed |
This GL Move has already been run. It may not be run again. |
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This GL Move has been run before but did not complete Processing will resume at the ___ file ___________.DAT |
This GL Move has been previously run but terminated before it could complete successfully. Processing will resume at the last file that was being processed when the last move terminated. |
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The GL Index Files were not updated by the GL Move process and should be recreated for the following years: 1993,YYYY |
The GL Index files are normally processed very quickly. However, if there are a large number of entries in the GL Move Table the update is slowed considerably. Once the GL Move Table has 500 or more accounts being moved it becomes more efficient to run the GL Index File Creation program to recreate the entire index. In this example the indexes should be recreated for years 1993 and YYYY. |
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Parent account balances may be incorrect. A GL Rebuild Current Balances should be run to ensure that the balances are correct. |
Merging a subordinate account with an account that does not have a parent will not update the balances on the original parent account. Similarly, merging two subordinate accounts each having a different parent account will result in both parent accounts being out of balance. The move will detect either of these conditions and will print this message in the log file indicating that a GL Rebuild Current Balances should be run. |
Step by step process
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Run 'GL Move Systems List', make sure all products used are on the list. (4,1,1,2,3,1)
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Run 'GL Move Criteria Entry' (only option 1 & 2 are available). (4,1,1,2,3,2)
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Run 'GL Move Table Maintenance' (4,1,1,2,3,3)
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Review errors
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Make changes - changes can be made to the existing GL accounts or the FROM and to accounts can be changed in the table.
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Once all changes are made you must 'A'ccept the changes to update the table.
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This process can be run multiple times.
Please Note: If you re-run and modify the table creation program Step #2 for an existing selection criteria, any changes made to the table during table maintenance Step #3 will be lost.
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Run the 'GL Move Processing' (4,1,1,2,3,4)
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Select File Optimization if running a large move
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Check for error messages in the log file when the move has completed
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