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T4A Register Maintenance

The T4A Register Maintenance program has two major functions; deleting a register and modifying information in a register.

A screen will appear so you can select the register you want to work with.

After selecting a register, the following prompt will appear:

Work With/Delete Register/Exit

  • Press 'W' to work with (modify) the register.

  • Press 'D' to delete the register.

  • Press 'E' to exit to the main menu.

If you choose 'D' to delete the register, you will see the following message:

Are you sure?

  • Enter 'Y' if you want to delete the register.

  • Enter 'N' to leave the register on file.

If you choose 'E' for exit, you will be returned to the main menu.

If you select 'W'ork with the register, the Main Register Maintenance Screen appears:

Vendor

  • Enter the vendor number to work with or <Enter> to select a vendor by SIN number. Use Lookup for a list of valid vendors.

Invoice

If you entered a vendor number, you will be prompted for an invoice for that vendor. If you don't know the invoice number, use Lookup and the following window will appear:

Use the <UP> and <DOWN> arrows to move the highlighted bar to the invoice you want.

Footnote

The first footnote on the selected invoice appears in the footnote prompt. <Enter> to accept.

If you are unsure about the footnote, use Lookup for valid footnotes. Note: The list represents all valid footnotes, not just those associated with the specific invoice.

If the vendor/invoice/footnote combination is found in the register, all invoice information displays, if not a prompt will ask if you wish to add this invoice.

If you enter 'Y', you will be prompted for the following information:

Vendor Name

Address 1

Address 2

Address 3

Address 4

Postal Code

Note: You will be given an opportunity to make corrections after all fields have been entered.

If the vendor number you entered is valid, the vendor name and address are filled in for you (<Enter> at all fields with a value in it). If this is an invalid vendor, enter the vendor name and address in the spaces provided.

SIN #

If Vendor/Invoice/Footnote have been entered, the SIN will appear here. If the SIN found is invalid or if no SIN was found at all, enter the correct SIN here.

If no vendor number was entered, enter the SIN and the first invoice for that vendor will appear.

Batch

  • Enter the batch number (up to 10 characters).

G/L #

  • Enter the GL number (up to 20 characters). Note: If you enter an invalid GL number, an error message will appear.

Amount

  • Enter the amount (any positive value under 100,000,000.00)

Status

If the invoice has been changed, added or deleted, the appropriate message will appear here.

Once all the above information has been entered, this prompt will appear:

Exit     

Enter 'E' to exit to the main menu.

Vendor  

Enter 'V' to go to another vendor. The information on the screen will disappear and you will be prompted for another vendor.

Next   

Enter 'N' or <Enter> to work with the next invoice for the current vendor. The vendor information will remain the same while the invoice information will change to that of the next invoice.

Previous  

Enter 'P' to work with the previous invoice for the current vendor. The vendor information will remain the same and the invoice information will change to that of the previous invoice.

Delete 

Enter 'D' to delete the current invoice. Note: The invoice is not actually deleted but instead is ignored by other T4A programs. This allows you to 'Undelete' the invoice if you need it later.

Undelete  

Enter 'U' to undelete the current invoice.

Modify #

Enter 'M#' to change a field (where the '#' is the field you wish to change). After a change is made, the 'Status' field will appear followed by the word 'Changed'.

Note: Vendor and invoice number may not be changed in this manner. Press 'V' to change to another vendor, or  'N' or 'P' to change between invoices.

IMPORTANT: A change of SIN#, name or address information will affect all invoices in the T4A register with the same vendor number (except for miscellaneous vendors).

When finished modifying an invoice & ready to update, press any option and this prompt will appear:

Do You Want To Update This Record?

  • Enter 'Y' to save the changes.

  • Enter 'N' to disregard the changes.