Select Format #
Choose the format which was defined in the Interface Profile Menu.
Enter Accounting Period
-
Enter the accounting period to receive the transactions from this interface batch. The accounting period specified is used to create the batch header and to log all the transactions processed for this interface run.
Use Filename as Batch Default?
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Enter 'Y' to have the first 3 characters of the file name be the default for the batch type code.
-
Enter 'N' or accept the default to enter the batch type code to use as the default for this interface.
If you entered 'N' above, the following prompt would appear:
Enter Batch Code Default
-
Enter the 3-digit batch type code to be used as the default for this interface. This eliminates the step of changing the batch type code on each interface file.
Enter Source Location
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Enter the location where the interface files can be found. The default presented is the location which is assigned to the logical SRB$BASINT which is in your atrieveFinance logicals.com file. You can change the location to any VMS directory as needed. In many cases the interface files are in the payroll accounts (most interface files come from payroll).
The location would look like the following:
DUA1: (SUBTEACH] or it could be a logical such as:
SUB TEACH: when the logical has been set up, one for each of the various accounts where you want to pull interface information from.
Enter Interface File SPEC
The default is always . which produces a list of all files in the specified location. Wild cards are useful in specifying a select group of files from a directory. Valid file specifications include:
PRIN * All files where the file name is PRIN and any extension.
PRIN*.205 All files beginning with PRIN and ending with the extension 205.
PRIN*.* All files beginning with PRIN and ending with any extension.
PRIN All files containing PRIN anywhere within the file name.
SUBS * All files containing the payroll ID SUBS.
Note: Files created by the payroll interface have the following naming convention:
|
O P S |
S U B S |
P R I N Ø 1 |
. |
5 1 8 |
|---|---|---|---|---|
|
First 3 digits are the Batch type code taken from payroll |
Next 4 digits are the payroll ID for this payroll |
Payroll file name |
|
Payroll period |
Once the file spec has been entered, a window containing the files that match your selection specification will appear. In a column to the right of the file name is the default batch code, which is normally set to the first 3 characters of the file name.
|
File Name |
Batch Code |
|---|---|
|
OPSTEACPRINØ1.2Ø3 |
OPS |
|
OPSSUBSPRINØ1.2Ø4 |
OPS |
|
OPSEXCLPRINØ1.2Ø5 |
OPS |
|
OPSEXCLPRINØ1.2Ø6 |
OPS |
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Enter 'S' to select all the files matching the specified file specification.
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Enter 'R' to reset all highlighted file names to de-select.
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Enter 'F' to change the file specification.
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Enter 'D' to view only the highlighted items. This is useful right before accepting the selected files to be interfaced to review all the files selected.
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Enter 'Q' to exit processing and return to the previous menu.
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Enter 'A' to accept the selected files for interfacing. Once the selected files have been accepted, file and batch types will be checked by the system. If invalid files are found, you will be asked if you wish to continue. If so, only those files which passed the error checking will be interfaced while the invalid files will be listed at the end of the interface report and in the log file.
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The batch type default of any file can be changed by entering 'C'. A window will show the highlighted file and current batch code. Enter the new batch code as prompted and the batch code will be updated.
Interface Files are Invalid if:
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The record segment size defined in the profile does not match the record size of the interface file.
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The interface file is empty.
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The batch code selected is invalid.
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You do not have enough privilege to access the interface.
Preliminary/Final Run
The default is a preliminary run. The preliminary run does all the checking of transactions against the GL, produces the same report as the final run, but does no file updates and does not create a batch header. The final run, in addition to producing a report and identifying errors, loads the transactions to the journal entry file, updates the GL file and sets up the batch header in the batch file. In addition, when the run completes, the interface file used is deleted so you cannot accidentally re-run an interface loading the transactions more than once. You can keep a backup of your completed interface files. To do so fill in field '04' in the interface profile (Backup Location). The file is deleted from the interface directory and copied to the backup directory as the process completes.