uniWIKI - User contributions [en]

Information Systems:ASW Object Security

2015-10-19T23:37:04Z

172.30.19.104: /* Administration */

=ASW Object Authority=

This was all set up before we went live, and will probably not need any changes.

Authority status –

0 – No authority check control.
1 – Authority check is performed. The default is that all users
can access the object. This means that you flag the users
who do not have authority.
2 – Authority check is performed. The default is that no users
can access the object. This means that you flag the users who
do have authority.
3 – iSeries security is used (for example, menu authority).

All security functions can be found on the ‘Authority Task’ menu. Key in GO SECUR and press enter.

*VA/480B* Authority Tasks 12/01/14 11:18:28 SECUR

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with user profiles
2. Work with authority routines
3. Work with authority groups
4. Work with program security
5. Work with program/user security
6. Work with name template security
7. Work with item template security
8. Work with report writer security
9. Work with balance enquiry template security

Selection or command (C) IBS 1989-2002
===> _______________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=System main menu

==Administration==

In order for a user to be an ASW administrator, your iSeries user profile must have ASW4ADM as your ‘Group Profile’. If there is already a value there, it can go into ‘Supplemental group’.

You will then be allowed to -

- rebuild summary ID files

- post manual J/E’s to G/L control accounts. (There is no problem posting when ASW automatically creates these entries).

- note that when an out of balance batch is forced to post, a balancing entry will NOT be made, so the G/L will be OUT OF BALANCE! When an out of balance batch is posted by a user that is NOT in the ASW4ADM group, a balancing entry is added to that batch.

Because of this last point, we have only one ASW administrator - FINADMIN.

==Authority Groups==

To secure a particular object, for example a credit note.

- Go into Authority Group Table Maintenance

- Select ORDT Order Type

- Change Active Group to Y

- Press F9 to secure objects. Add a new record.

- For ‘Object Name’ key in the value of the order type, in this case CN

- Type in a description

- Change default value to ‘2’. This means that users cannot use this secured object unless they are explicitly authorized.

- Press enter to add secured object

- Select secured object, and press F8 - Object authority per Routine and User.

- Add a new record. F4 will show the Authority group routines. In this case, the choice is SECORDT for sales order types, and SECORDTP for purchase order types. The descriptions do not show here, but they can be seen in Authority routine table maintenance

- Enter the user name

- Key in Y to give this user authority to this secured object.

==Secure an Application==

*This is by company.

GO SECUR

*CV/480B* Authority Tasks 10/18/04 12:33:41 SECUR

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with user profiles
2. Work with authority routines
3. Work with authority groups
4. Work with program security
5. Work with program/user security
6. Work with name template security
7. Work with item template security
8. Work with report writer security
9. Work with balance enquiry template security

Selection or command (C) IBS 1989-2002
===> 3____________________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu

Select option 3 – Work with authority groups.

*CV/480B* Authority group table maintenance 10/18/04 12:35:24 ASGD2511
------------------------------------------------------------------------------
Group Description Ctl pgm Active
X *APCDMNU Application control ASGR281 N
*C/S ASW Client Server *NONE N
*CLFFINBTC Close FIN batch control ASGR282 N
*MENU Menu control ASGR283 N
*MNUITM Menu item control ASGR281 N
------------------------------------------------------------------------------
Group

Select *APCDMNU Application control.

*CV/480B* Authority group table maintenance 10/18/04 12:36:12 ASGD2514
------------------------------------------------------------------------------
Authority group..... *APCDMNU
Description......... Application control
Active group........ Y

Object control pgm.. ASGR281

Default value....... 1

F7=Users F8=Routines F9=Objects F10=Details

The ‘Default value’ MUST be left as 1. This means that any application not included under ‘Objects’ will be left open. If this value is changed to ‘2’, then all applications not listed will be secured; including administration!

If this is done, the only way to correct it is by using DFU on file SRBACG to change this record. Even the ASW administrator and security super user cannot get into security to change it.

F7 – Users.

*PL/480B* Authority group table maintenance 12/01/14 12:36:44 ASGD2521
Users with all object authority
-------------------------------------------------------------------------------
Authority group..... *APCDMNU Application control
-------------------------------------------------------------------------------
User Name All object authority
_ ASW4DEV ASW4DEV Y
_ ASW4SEC ASW4SEC Y
_ ITGRP IT Group Y
-------------------------------------------------------------------------------
User
__________

These are profiles with all ASW object authority. We use group profile here, then attach individual users to them. This makes maintenance much easier; to add or remove a user; only one field on the profile needs to be changed.

F9 – Objects (indicate application being secured)

*CV/480B* Authority group table maintenance 10/18/04 14:35:00 ASGD2541
Secured objects
------------------------------------------------------------------------------
Authority group..... *APCDMNU Application control
------------------------------------------------------------------------------
Object Description Default
X FIN Application Object 2
_ AAC ASW Asset Control 2
------------------------------------------------------------------------------
Object
__________________________

In these cases, the ‘Default value’ is changed to ‘2’. This means that no one has access, except those users explicitly indicated.

*PL/480B* Authority group table maintenance 12/01/14 14:20:37 ASGD2544
Secured objects
-------------------------------------------------------------------------------
Authority group..... *APCDMNU Application control
-------------------------------------------------------------------------------
Object name......... FIN

Description......... ASW Financial

Default value....... 2

F8=Obj aut per routine and usr

F8=Object authority per routine and user

*PL/480B* Authority group table maintenance 12/01/14 14:22:29 ASGD2571
Object authority per Routine and User
-------------------------------------------------------------------------------
Authority group..... *APCDMNU Application control
Object.............. FIN
-------------------------------------------------------------------------------
Routine User Name Authority
ASGR995 FIN1 Finance Supervisor Y
ASGR995 FIN2 Finance A/P G/L Y
ASGR995 FIN3 Finance A/P A/R G/L Y
ASGR995 FIN4 Finance A/P A/R Y
ASGR995 FIN5 Finance A/P Y
-------------------------------------------------------------------------------
Routine User Authority
__________ __________ _

Only users attached to one of these group profiles can access finance (and of course users attached to one of the group profiles with all object authority). We can give individual users access, but that will then become a maintenance problem.

Anyone not allowed access will see this message.

*CV/480B* General Ledger Transaction Tasks 10/18/04 12:42:52 GLTRAN

Select one of the following: Application SoftWare
Release: XX1:480
1. Enter financial transactions
2. Copy/eliminate G/L journals
3. Update delayed G/L journals
4. Retrieve financial transactions
5. Transfer logistic accounting transactions
6. Work with journals in error
7. Apply standing orders manually
8. Create calculation/redistribution transactions
9. Transfer ship and debit transactions

70. Exchange rate tasks

Selection or command (C) IBS 1989-2002
===> 1__________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu
You are not allowed to access this application, authority control is active

To see which applications can be secured, go to –

5. System management

2. System setup

1. Work with companies

Select company, then press enter until the list of application definitions is displayed. Any one that is active can be secured.

*PL/480B* Application defn/company maintenance 12/01/14 14:30:19 ASGD9401
-------------------------------------------------------------------------------
Company code........ PL uniPHARM Archive
-------------------------------------------------------------------------------
App code Description Status Mandatory
DBF ASW Database files Active Y
GEN ASW General Active Y
SYS ASW System files/objects Active Y
AAC ASW Asset Control Active N
ACS ASW Analyser C/S Active N
AMT ASW Alert Management Active N
APC ASW Advanced Purchase Control Active N
CSB ASW C/S Base Active N
CVT ASW Data conversion tools Active N
C2G ASW COOL:2E General Active N
DGH ASW Dangerous Goods Handling Active N
DIS ASW Distribution Active N
DPS ASW Purchase support Inactive N
-------------------------------------------------------------------------------
App code
___

==Secure a Menu==

As this uses iSeries security on the menu object, it is by user only; not group profile. It also doesn’t work for a user with all object authority.

GO SECUR

*CV/480B* Authority Tasks 10/18/04 13:54:25 SECUR

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with user profiles
2. Work with authority routines
3. Work with authority groups
4. Work with program security
5. Work with program/user security
6. Work with name template security
7. Work with item template security
8. Work with report writer security
9. Work with balance enquiry template security

Selection or command (C) IBS 1989-2002
===> 3____________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu

Select option 3 Work with authority groups.

*CV/480B* Authority group table maintenance 10/18/04 13:55:14 ASGD2511
------------------------------------------------------------------------------
Group Description Ctl pgm Active
_ *APCDMNU Application control ASGR281 Y
_ *C/S ASW Client Server *NONE N
_ *CLFFINBTC Close FIN batch control ASGR282 N
X *MENU Menu control ASGR283 N
_ *MNUITM Menu item control ASGR281 N
------------------------------------------------------------------------------
Group
___________

Select *MENU Menu control.

*CV/480B* Authority group table maintenance 10/18/04 13:58:32 ASGD2514
------------------------------------------------------------------------------
Authority group..... *MENU
Description......... Menu control
Active group........ Y

Object control pgm.. ASGR283

Default value....... 3

F7=Users F8=Routines F9=Objects F10=Details

‘Default value’ must be ‘3’, as menus are iSeries (or AS400) objects.

F8 – Routines

*CV/480B* Authority group table maintenance 10/18/04 14:44:36 ASGD2531
Secured routines
------------------------------------------------------------------------------
Authority group..... *MENU Menu control
------------------------------------------------------------------------------
Routine Description Secured
_ AS400 AS/400 Object Security Y

------------------------------------------------------------------------------
Routine
___________

Once menu security has been activated, there are two different ways of securing menus; by continuing on with this option, or by going through the ‘Menu Handling Tasks’ menu.

'''Continuing with this option'''

From previous screen, F9 – Objects (indicate menus being secured)

*CV/480B* Authority group table maintenance 10/18/04 14:36:37 ASGD2541
Secured objects
------------------------------------------------------------------------------
Authority group..... *MENU Menu control
------------------------------------------------------------------------------
Object Description Default
_ PERIOD Period End Tasks 2
_ YEAR Year End Tasks 2
------------------------------------------------------------------------------
Object
______________

In this case, the ‘Default value’ is changed to ‘2’. This means that no one has access, except those users explicitly indicated.

F10 – Detail (to add users)

*CV/480B* Authority group table maintenance 10/18/04 15:35:56 ASGD2551
Authority detail
------------------------------------------------------------------------------
Authority group..... *MENU Menu control
Sort sequence....... Object Routine User
------------------------------------------------------------------------------
Object Routine User Authority
_ PERIOD AS400 NANCYN Y
_ YEAR AS400 NANCYN Y
------------------------------------------------------------------------------
Object Routine User Authority

F8=Change Sort sequence

'''Secure Menus Using ‘Menu Handling Tasks’ Menu (MEDEA)'''

Navigate to the menu you want to secure.

*PL/480B* Cash Book tasks 12/01/14 14:49:24 CASHBOOK

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with Cash Book reconciliation

3. Print Cash Book balances
4. Print Cash Book transactions

Selection or command (C) IBS 1989-2002
===> _________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=System main menu

Make note of the menu name in the upper right corner.

On a command line in ASW, key in GO MEDEA and press enter.

*CV/480B* Menu Handling Tasks 10/18/04 16:52:22 MEDEA

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with menu items
2. Work with menus
3. Display menu option

Selection or command (C) IBS 1989-2002
===> 2__________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu

Select option 2 Work with menus.

Work with Menus ASGD4501
Subset . . . . . . . . *ALL
Position to . . . . . CASHBOOK Starting characters

Type option (and Menu), press Enter.
1=Create 2=Revise 3=Copy 4=Delete 5=View 6=DW-Document 7=Rename
11=Move menu 14=Create Menu 15=Translate

Opt Menu Library Subset Description MEDEA
__ ________ _________ _________
__ AACANALF *APP *STDDELTA Asset Mgmt Financial Analysis Tasks YES
__ AACANALF *APP *STANDARD Asset Mgmt Financial Analysis Tasks YES
__ AACANALP *APP *STANDARD Asset Mgmt Physical Analysis Tasks YES
__ AACFIN *APP *STANDARD Asset Management Financial Tasks YES
__ AACMAIN *APP *STANDARD Asset Management Tasks YES
__ AACPER *APP *STANDARD Asset Control Periodical Tasks YES
__ AACPHY *APP *STANDARD Asset Management Physical Tasks YES
__ AACSET *APP *STANDARD Asset Control Setup Tasks YES
__ AACYEAR *APP *STANDARD Year End Tasks YES
__ ACACCON *APP *STANDARD Account Control Tasks YES

F1=Shift info F3=Exit F5=Refresh F6=Create DW-document F8=Select subset
F9=Menu items - Where used F11=Display by desc F12=Cancel F13=Repeat

‘Position to’ the menu you want to secure.

Work with Menus ASGD4501
Subset . . . . . . . . *ALL
Position to . . . . . Starting characters

Type option (and Menu), press Enter.
1=Create 2=Revise 3=Copy 4=Delete 5=View 6=DW-Document 7=Rename
11=Move menu 14=Create Menu 15=Translate 16=Authority

Opt Menu Library Subset Description MEDEA
__ ________ _________ _________
16 CASHBOOK *APP *STANDARD Cash Book tasks YES
__ CASHM *APP *STANDARD Cash Management Tasks YES
__ CBACC *APP *STANDARD Cash Book accounting tasks YES
__ CONSOL *APP *STANDARD Consolidation Management Tasks YES
__ CONVER *APP *STANDARD Translation Tasks YES
__ CONVER2 *APP *STANDARD Translation Tasks YES
__ CROSSREF *APP *STANDARD Cross-reference Tasks YES
__ CVTCTLS *APP *STANDARD Currency conversion tools menu YES

F1=Shift info F3=Exit F5=Refresh F6=Create DW-document F8=Select subset
F9=Menu items - Where used F11=Display by desc F12=Cancel F13=Repeat

Select it with option 16 – Authority (will only show if menu security is active).

*CV/480B* Authority group table maintenance 10/18/04 16:57:05 ASGD2544
Secured objects
------------------------------------------------------------------------------
Authority group..... *MENU Menu control
------------------------------------------------------------------------------
Object name......... CASHBOOK

Description......... Cash Book tasks

Default value....... 2

F8=Obj aut per routine and usr

In this case, the ‘Default value’ is changed to ‘2’. This means that no one has access, except those users explicitly indicated.

F8 – Object Authority Per Routine and User

*CV/480B* Authority group table maintenance 10/18/04 17:00:36 ASGD2574
Object authority per Routine and User
------------------------------------------------------------------------------
Authority group..... *MENU Menu control
Object.............. CASHBOOK
------------------------------------------------------------------------------
Routine............. AS400
User................ NANCYN
Authority........... Y

If you now go to menu control/objects on the Authority Tasks menu, you will see this menu has been added to the list.

*CV/480B* Authority group table maintenance 10/18/04 17:04:08 ASGD2541
Secured objects
------------------------------------------------------------------------------
Authority group..... *MENU Menu control
------------------------------------------------------------------------------
_ Object Description Default
_ CASHBOOK Cash Book tasks 2
_ PERIOD Period End Tasks 2
_ YEAR Year End Tasks 2

------------------------------------------------------------------------------
Object
___________

How this works (for both processes) is by changing the object authority on the menu. This is a basic iSeries function – not ASW.

Edit Object Authority

Object . . . . . . . : PERIOD Owner . . . . . . . : ASW4OWN
Library . . . . . : A450AP Primary group . . . : *NONE
Object type . . . . : *MENU ASP device . . . . . : *SYSBAS

Type changes to current authorities, press Enter.

Object secured by authorization list . . . . . . . . . . . . *NONE

Object
User Group Authority
ASW4OWN *ALL
NANCYN *USE
*PUBLIC *EXCLUDE

F3=Exit F5=Refresh F6=Add new users F10=Grant with reference object
F11=Display detail object authorities F12=Cancel F17=Top F18=Bottom

By setting the default to ‘2’ on the ‘Secured Objects’ screen, the *PUBLIC access was changed to *EXCLUDE. By setting Nancy’s authority to ‘Y’ on the ‘Authority Detail’ screen, the entry NANCYN *USE was added.

Anyone not allowed access, will see this message.

*CV/480B* Financial Accounting Tasks 10/18/04 15:23:19 FINACC

Select one of the following: Application SoftWare
Release: XX1:480
1. General ledger transaction tasks
2. Analysis tasks
3. Reconciliation tasks
4. Period end tasks
5. Year end tasks

Selection or command (C) IBS 1989-2002
===> 4___________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu
Not authorized to object PERIOD in A450AP.
Menu PERIOD in library *LIBL not displayed.

===Secure a Menu Option===

*This is by company.

On an ASW command line, key in GO SECUR and press enter.

*CV/480B* Authority Tasks 10/18/04 13:54:25 SECUR

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with user profiles
2. Work with authority routines
3. Work with authority groups
4. Work with program security
5. Work with program/user security
6. Work with name template security
7. Work with item template security
8. Work with report writer security
9. Work with balance enquiry template security

Selection or command (C) IBS 1989-2002
===> 3________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu

Select option 3 Work with authority groups.

*CV/480B* Authority group table maintenance 10/18/04 15:51:27 ASGD2511
------------------------------------------------------------------------------
Group Description Ctl pgm Active
_ *APCDMNU Application control ASGR281 Y
_ *C/S ASW Client Server *NONE N
_ *CLFFINBTC Close FIN batch control ASGR282 N
_ *MENU Menu control ASGR283 Y
X *MNUITM Menu item control ASGR281 N

------------------------------------------------------------------------------
Group
____________

Select *MNUITM Menu item control.

*CV/480B* Authority group table maintenance 10/18/04 16:09:52 ASGD2514
------------------------------------------------------------------------------
Authority group..... *MNUITM
Description......... Menu item control
Active group........ Y

Object control pgm.. ASGR281

Default value....... 1

F7=Users F8=Routines F9=Objects F10=Details

The ‘Default value’ MUST be left as 1. This means that any menu option not included under ‘Objects’ will be left open. If this value is changed to ‘2’, then all menu options not listed will be secured; including administration!

If this is done, the only way to correct it is by using DFU on file SRBACG to change this record. Even the ASW administrator and security super user cannot get into security to change it.

F8 – Routines

*CV/480B* Authority group table maintenance 10/18/04 16:12:53 ASGD2531
Secured routines
------------------------------------------------------------------------------
Authority group..... *MNUITM Menu item control
------------------------------------------------------------------------------
Routine Description Secured
_ ASGR995 Check Menu item/Application Y

------------------------------------------------------------------------------
Routine
_____________

Once menu option security has been activated, there are two different ways of securing menus; by continuing on with this option, or by going through the ‘Menu Handling Tasks’ menu.

To continue with this option, on the previous screen press F9 – Objects (indicate menu objects being secured).

*PL/480B* Authority group table maintenance 12/01/14 15:12:19 ASGD2541
Secured objects
-------------------------------------------------------------------------------
Authority group..... *MNUITM Menu item control
-------------------------------------------------------------------------------
Object Description Default
_ AN109 Work with budget number defini 2
_ AN183 Work with budgets 2
_ AN383 Print budgets 2
_ AN450 Rebuild balances from transact 2
_ AN750 Create budget from budget 2
_ AN755 Create budget from balances 2
_ AP005 Work with A/P agreements 2
_ AP006 Reorganise A/P agreement file 2
_ AP011 Work with A/P transactions 2
_ AP020 Print A/P payment statistics 2
_ AP022 Print A/P agreements 2
_ AP032 Print A/P statement of account 2
_ AP035 Print A/P transactions 2
-------------------------------------------------------------------------------
Object
_______________________

The ‘Default values’ are all ‘2’, which means that no one has access, except those users explicitly included. (‘1’ would mean that all users have access, unless explicitly excluded.)

Select object, then press F8=’Object authority per routine and user’

*PL/480B* Authority group table maintenance 12/01/14 15:19:56 ASGD2571
Object authority per Routine and User
-------------------------------------------------------------------------------
Authority group..... *MNUITM Menu item control
Object.............. AP032
-------------------------------------------------------------------------------
Routine User Name Authority
_ ASGR995 FIN1 Finance Supervisor Y
_ ASGR995 FIN2 Finance A/P G/L Y
_ ASGR995 FIN3 Finance A/P A/R G/L Y
_ ASGR995 FIN4 Finance A/P A/R Y
_ ASGR995 FIN5 Finance A/P Y

-------------------------------------------------------------------------------
Routine User Authority
__________ __________ _

This shows all the users, or user groups, that can access this menu option. ‘Y’ means that they have access. You can change this to ‘N’ to explicitly exclude a user.

It is difficult to add a menu option to the list of secured objects because you need to know the menu item name. So use Medea.

'''Secure Menu Options Using ‘Menu Handling Tasks’ Menu (MEDEA)'''

Say for example, we want to secure option 4 on this menu.

*PL/480B* Budget Management Tasks 12/01/14 15:33:47 BUDGET

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with budgets
2. Print budgets
3. Create budget from budget
4. Create budget from balances
5. Work with budget number definitions
6. Work with budget curves

9. Budget upload

Selection or command (C) IBS 1989-2002
===> _____________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=System main menu

On an ASW command line, key in GO MEDEA and press enter.

*CV/480B* Menu Handling Tasks 10/18/04 17:18:01 MEDEA

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with menu items
2. Work with menus
3. Display menu option

Selection or command (C) IBS 1989-2002
===> 1__________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu

Use option 1 Work with menu items.

Work with Menu Items ASGD4401
Subset . . . . . . . . *ALL
Position to. . . . . . ______________________________ Starting characters

Type option (and Menu Item), press Enter.
1=Create 2=Revise 3=Copy 4=Delete 5=View 7=Rename
14=Create Command 15=Translate 16=Authority

Opt Menu Item Subset Description
__ __________ ___________
__ M_UPSETTAX *CUSTLOCAL uniPHARM setup -- Sales Taxes
__ M_UPSETWHR *CUSTLOCAL uniPHARM Setup - Warehouse - RF
__ M_UPWHSE *CUSTLOCAL uniPHARM Warehouse/Sales
__ M_UPWHSE1 *CUSTLOCAL uniPHARM Warehouse/Sales Menu 1
__ M_APAGR *STANDARD A/P agreement tasks
__ M_APANAL *STANDARD A/P analysis tasks
__ M_APCASHM *STANDARD A/P cash management tasks
__ M_APINV *STANDARD A/P invoicing tasks
__ M_APPAY *STANDARD A/P payment tasks
__ M_APPER *STANDARD A/P periodical tasks

F1=Shift info F3=Exit F5=Refresh F8=Select subset
F11=Display by name F12=Cancel F13=Repeat

To find the correct menu item, press F11 to display by description. In the ‘Position To’ field, key in the exact text of the menu option and press enter. Note that this is case sensitive.

Work with Menu Items ASGD4401
Subset . . . . . . . . *ALL
Position to. . . . . . Create budget Starting characters

Work with Menu Items ASGD4401
Subset . . . . . . . . *ALL
Position to. . . . . . Create budget Starting characters

Type option (and Menu Item), press Enter.
1=Create 2=Revise 3=Copy 4=Delete 5=View 7=Rename
14=Create Command 15=Translate 16=Authority

Opt Menu Item Subset Description
__ __________ ___________
16 AN755 *STANDARD Create budget from balances
__ AN750 *STANDARD Create budget from budget
__ GL060 *STANDARD Create calculation/redistribution transactions
__ AN710 *STANDARD Create distributed balances
__ IP840 *STANDARD Create field description file from FRF
__ GF510 *STANDARD Create interface file (originating company)
__ DI685 *STANDARD Create internal replenishment orders
__ DI680 *STANDARD Create internal replenishment suggestions
__ DM890 *STANDARD Create item file reorganisation proposal
__ GD890 *STANDARD Create name file reorganisation proposal

F1=Shift info F3=Exit F5=Refresh F8=Select subset
F11=Display by name F12=Cancel F13=Repeat

Use option 16 – authority for the menu item you want to secure.

*CV/480B* Authority group table maintenance 10/18/04 17:22:30 ASGD2544
Secured objects
------------------------------------------------------------------------------
Authority group..... *MNUITM Menu item control
------------------------------------------------------------------------------
Object name......... AN755

Description......... Create budget from balances

Default value....... 2

F8=Obj aut per routine and usr

Default value ‘2’ means that users cannot access this menu option unless they are explicitly authorized (or attached to a group profile that is).

F8 – Object Authority Per Routine and User

*CV/480B* Authority group table maintenance 10/18/04 17:26:51 ASGD2571
Object authority per Routine and User
------------------------------------------------------------------------------
Authority group..... *MNUITM Menu item control
Object.............. AN755
------------------------------------------------------------------------------
Routine User Name Authority
_ ASGR995 FINSUP Finance Supervisor Y
------------------------------------------------------------------------------
Routine User Authority
__________ __________ _

If you now go to menu item control/objects on the Authority Tasks menu, you will see this menu option has been added to the list.

Anyone not allowed access will see this message.

*CV/480B* A/P Payment Tasks 10/18/04 16:33:24 APPAY

Select one of the following: Application SoftWare
Release: XX1:480
1. Enter financial transactions
2. Work with A/P payment proposals
3. Print DI payment orders
4. Work with A/P transactions

70. Name tasks
71. Cheque inventory tasks

Selection or command (C) IBS 1989-2002
===> 1_____________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu
You are not allowed to access this menu item, authority control is active

==Secure an Inquiry Program==

You have to know the name of the program you are securing. To find it, go into the program, and find the program name.

*VA/480B* G/L control file enquiry 12/01/14 16:33:46 GDMD0981
-------------------------------------------------------------------------------
Period name End date
Actual year/period.. 1511 FEBRUARY 2/28/14
MARCH 3/31/14
Last closed period.. 1509 APRIL 4/30/14
First stored period. 0801 MAY 5/31/14
JUNE 6/30/14
JULY 7/31/14
AUGUST 8/31/14
SEPTEMBER 9/30/14
OCTOBER 10/31/14
NOVEMBER 11/30/14
No of normal periods 12 DECEMBER 12/31/14
Total no of periods. 13 JANUARY 1/31/15
YEAR END 4/30/15

GDMD0981 is the screen name. The program name is GDMR098. The ‘D’ in the last letter is for ‘display’; the program has ‘R’ for RPG (the programming language) in that spot. The last digit, ‘1’, means that this is screen #1 of the display. We can check this by looking at the list of inquiry programs.

On an ASW command line, key in 81, and press enter.

*PL/480B* Table maintenance program selection 12/01/14 15:49:44 ASGD0181
-------------------------------------------------------------------------------
Appl Table
_ AAC Account codes
_ AAC Acquisition accounts
_ AAC Acquisition types
_ AAC Asset account groups
_ AAC Asset number series
_ AAC Asset type & groups
_ AAC Depreciation modules
_ AAC Depreciation rules
_ AAC Depreciation types
_ AAC Disposal types
_ AAC G/L transaction types
_ AAC Indexes
_ AAC Insurance companies
_ AAC Insurance policies
_ AAC Investment budgets
-------------------------------------------------------------------------------
Appl Search argument
___ enquiry

Key in a search argument of ‘enquiry’ and press enter.

*PL/480B* Table maintenance program selection 12/01/14 15:49:44 ASGD0181
-------------------------------------------------------------------------------
Appl Table
_ FIN Transaction enquiry sequences
x GEN Enquiry programs
-------------------------------------------------------------------------------
Appl Search argument
___ ____________________________

Select ‘Enquiry programs’.

*VA/480B* Enquiry program table maintenance 12/02/14 14:39:18 GDMD1051
-------------------------------------------------------------------------------
Subset: *ALL
-------------------------------------------------------------------------------
Program Description Appl Subset
_ GDMR098 G/L control file GEN *STANDARD
_ GDMR145 Document output formats GEN *STANDARD
_ GDMR200 Document number series FIN *STANDARD
_ GDMR201 Names GEN *STANDARD
_ GDMR225 Name notes GEN *STANDARD
_ GDMR226 Name note groups GEN *STANDARD
_ GDMR227 Name note group members GEN *STANDARD
_ GDMR228 Name note types GEN *STANDARD
_ GDMR236 Commodity codes GEN *STANDARD
_ GDMR237 Nature of transactions GEN *STANDARD
_ GDMR238 Ports GEN *STANDARD
_ GDMR239 Border values GEN *STANDARD
_ GDMR240 Name search field ctl table GEN *STANDARD
-------------------------------------------------------------------------------
Program Subset
GDMR09 __________
F8=Select subset

Key ‘GDMR09’ for program, and press enter. This confirms that GDMR098 is G/L control file inquiry.

Go back to the ASW command line, key in GO SECUR and press enter.

*CV/480B* Authority Tasks 10/18/04 17:31:36 SECUR

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with user profiles
2. Work with authority routines
3. Work with authority groups
4. Work with program security
5. Work with program/user security
6. Work with name template security
7. Work with item template security
8. Work with report writer security
9. Work with balance enquiry template security

Selection or command (C) IBS 1989-2002
===> 4________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu

Select option 4 Work with program security. Press F6 to add, key in program name, press enter, press F12.

*CV/480B* Program security maintenance 10/18/04 17:34:45 ASGD0501
------------------------------------------------------------------------------
Program Description
_ GDMR098 G/L application control enquiry

------------------------------------------------------------------------------
Program
____________

This program is now secured.

*CV/480B* Authority Tasks 10/18/04 17:36:40 SECUR

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with user profiles
2. Work with authority routines
3. Work with authority groups
4. Work with program security
5. Work with program/user security
6. Work with name template security
7. Work with item template security
8. Work with report writer security
9. Work with balance enquiry template security

Selection or command (C) IBS 1989-2002
===> 5______________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu

To give users or groups access, select option 5 Work with program/user security.

*CV/480B* Program/user security maintenance 10/18/04 17:37:28 ASGD0511
------------------------------------------------------------------------------
Program............. GDMR098

User profile........ _______

If only the program name is entered, all user access for that program is displayed. If only a user is entered, their access to all secured programs is displayed.

*CV/480B* Program/user security maintenance 10/18/04 17:53:29 ASGD0512
------------------------------------------------------------------------------
Program..... GDMR098 G/L application control enquiry
------------------------------------------------------------------------------
Access User
N FINADMIN
Y FINGRP
Y FINSUP
N GERALDP
N GORDIEL
N GORDONM
N JIMM
N JOHNT
N LEWISJ
N MARYT
------------------------------------------------------------------------------

You can control access by keying in Y or N.

Information Systems:ASW Object Security

2015-10-19T23:33:49Z

172.30.19.104:

=ASW Object Authority=

This was all set up before we went live, and will probably not need any changes.

Authority status –

0 – No authority check control.
1 – Authority check is performed. The default is that all users
can access the object. This means that you flag the users
who do not have authority.
2 – Authority check is performed. The default is that no users
can access the object. This means that you flag the users who
do have authority.
3 – iSeries security is used (for example, menu authority).

All security functions can be found on the ‘Authority Task’ menu. Key in GO SECUR and press enter.

*VA/480B* Authority Tasks 12/01/14 11:18:28 SECUR

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with user profiles
2. Work with authority routines
3. Work with authority groups
4. Work with program security
5. Work with program/user security
6. Work with name template security
7. Work with item template security
8. Work with report writer security
9. Work with balance enquiry template security

Selection or command (C) IBS 1989-2002
===> _______________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=System main menu

==Administration==

In order for a user to be an ASW administrator, your iSeries user profile must have ASW4ADM as your ‘Group Profile’. If there is already a value there, it can go into ‘Supplemental group’.

You will then be allowed to -

- rebuild summary ID files

- post manual J/E’s to G/L control accounts. (There is no problem posting when ASW automatically creates these entries).

- note that when an out of balance batch is forced to post, a balancing entry will NOT be made, so the G/L will be OUT OF BALANCE! When an out of balance batch is posted by a user that is NOT in the ASW4ADM group, a balancing entry is added to that batch.

==Authority Groups==

To secure a particular object, for example a credit note.

- Go into Authority Group Table Maintenance

- Select ORDT Order Type

- Change Active Group to Y

- Press F9 to secure objects. Add a new record.

- For ‘Object Name’ key in the value of the order type, in this case CN

- Type in a description

- Change default value to ‘2’. This means that users cannot use this secured object unless they are explicitly authorized.

- Press enter to add secured object

- Select secured object, and press F8 - Object authority per Routine and User.

- Add a new record. F4 will show the Authority group routines. In this case, the choice is SECORDT for sales order types, and SECORDTP for purchase order types. The descriptions do not show here, but they can be seen in Authority routine table maintenance

- Enter the user name

- Key in Y to give this user authority to this secured object.

==Secure an Application==

*This is by company.

GO SECUR

*CV/480B* Authority Tasks 10/18/04 12:33:41 SECUR

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with user profiles
2. Work with authority routines
3. Work with authority groups
4. Work with program security
5. Work with program/user security
6. Work with name template security
7. Work with item template security
8. Work with report writer security
9. Work with balance enquiry template security

Selection or command (C) IBS 1989-2002
===> 3____________________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu

Select option 3 – Work with authority groups.

*CV/480B* Authority group table maintenance 10/18/04 12:35:24 ASGD2511
------------------------------------------------------------------------------
Group Description Ctl pgm Active
X *APCDMNU Application control ASGR281 N
*C/S ASW Client Server *NONE N
*CLFFINBTC Close FIN batch control ASGR282 N
*MENU Menu control ASGR283 N
*MNUITM Menu item control ASGR281 N
------------------------------------------------------------------------------
Group

Select *APCDMNU Application control.

*CV/480B* Authority group table maintenance 10/18/04 12:36:12 ASGD2514
------------------------------------------------------------------------------
Authority group..... *APCDMNU
Description......... Application control
Active group........ Y

Object control pgm.. ASGR281

Default value....... 1

F7=Users F8=Routines F9=Objects F10=Details

The ‘Default value’ MUST be left as 1. This means that any application not included under ‘Objects’ will be left open. If this value is changed to ‘2’, then all applications not listed will be secured; including administration!

If this is done, the only way to correct it is by using DFU on file SRBACG to change this record. Even the ASW administrator and security super user cannot get into security to change it.

F7 – Users.

*PL/480B* Authority group table maintenance 12/01/14 12:36:44 ASGD2521
Users with all object authority
-------------------------------------------------------------------------------
Authority group..... *APCDMNU Application control
-------------------------------------------------------------------------------
User Name All object authority
_ ASW4DEV ASW4DEV Y
_ ASW4SEC ASW4SEC Y
_ ITGRP IT Group Y
-------------------------------------------------------------------------------
User
__________

These are profiles with all ASW object authority. We use group profile here, then attach individual users to them. This makes maintenance much easier; to add or remove a user; only one field on the profile needs to be changed.

F9 – Objects (indicate application being secured)

*CV/480B* Authority group table maintenance 10/18/04 14:35:00 ASGD2541
Secured objects
------------------------------------------------------------------------------
Authority group..... *APCDMNU Application control
------------------------------------------------------------------------------
Object Description Default
X FIN Application Object 2
_ AAC ASW Asset Control 2
------------------------------------------------------------------------------
Object
__________________________

In these cases, the ‘Default value’ is changed to ‘2’. This means that no one has access, except those users explicitly indicated.

*PL/480B* Authority group table maintenance 12/01/14 14:20:37 ASGD2544
Secured objects
-------------------------------------------------------------------------------
Authority group..... *APCDMNU Application control
-------------------------------------------------------------------------------
Object name......... FIN

Description......... ASW Financial

Default value....... 2

F8=Obj aut per routine and usr

F8=Object authority per routine and user

*PL/480B* Authority group table maintenance 12/01/14 14:22:29 ASGD2571
Object authority per Routine and User
-------------------------------------------------------------------------------
Authority group..... *APCDMNU Application control
Object.............. FIN
-------------------------------------------------------------------------------
Routine User Name Authority
ASGR995 FIN1 Finance Supervisor Y
ASGR995 FIN2 Finance A/P G/L Y
ASGR995 FIN3 Finance A/P A/R G/L Y
ASGR995 FIN4 Finance A/P A/R Y
ASGR995 FIN5 Finance A/P Y
-------------------------------------------------------------------------------
Routine User Authority
__________ __________ _

Only users attached to one of these group profiles can access finance (and of course users attached to one of the group profiles with all object authority). We can give individual users access, but that will then become a maintenance problem.

Anyone not allowed access will see this message.

*CV/480B* General Ledger Transaction Tasks 10/18/04 12:42:52 GLTRAN

Select one of the following: Application SoftWare
Release: XX1:480
1. Enter financial transactions
2. Copy/eliminate G/L journals
3. Update delayed G/L journals
4. Retrieve financial transactions
5. Transfer logistic accounting transactions
6. Work with journals in error
7. Apply standing orders manually
8. Create calculation/redistribution transactions
9. Transfer ship and debit transactions

70. Exchange rate tasks

Selection or command (C) IBS 1989-2002
===> 1__________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu
You are not allowed to access this application, authority control is active

To see which applications can be secured, go to –

5. System management

2. System setup

1. Work with companies

Select company, then press enter until the list of application definitions is displayed. Any one that is active can be secured.

*PL/480B* Application defn/company maintenance 12/01/14 14:30:19 ASGD9401
-------------------------------------------------------------------------------
Company code........ PL uniPHARM Archive
-------------------------------------------------------------------------------
App code Description Status Mandatory
DBF ASW Database files Active Y
GEN ASW General Active Y
SYS ASW System files/objects Active Y
AAC ASW Asset Control Active N
ACS ASW Analyser C/S Active N
AMT ASW Alert Management Active N
APC ASW Advanced Purchase Control Active N
CSB ASW C/S Base Active N
CVT ASW Data conversion tools Active N
C2G ASW COOL:2E General Active N
DGH ASW Dangerous Goods Handling Active N
DIS ASW Distribution Active N
DPS ASW Purchase support Inactive N
-------------------------------------------------------------------------------
App code
___

==Secure a Menu==

As this uses iSeries security on the menu object, it is by user only; not group profile. It also doesn’t work for a user with all object authority.

GO SECUR

*CV/480B* Authority Tasks 10/18/04 13:54:25 SECUR

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with user profiles
2. Work with authority routines
3. Work with authority groups
4. Work with program security
5. Work with program/user security
6. Work with name template security
7. Work with item template security
8. Work with report writer security
9. Work with balance enquiry template security

Selection or command (C) IBS 1989-2002
===> 3____________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu

Select option 3 Work with authority groups.

*CV/480B* Authority group table maintenance 10/18/04 13:55:14 ASGD2511
------------------------------------------------------------------------------
Group Description Ctl pgm Active
_ *APCDMNU Application control ASGR281 Y
_ *C/S ASW Client Server *NONE N
_ *CLFFINBTC Close FIN batch control ASGR282 N
X *MENU Menu control ASGR283 N
_ *MNUITM Menu item control ASGR281 N
------------------------------------------------------------------------------
Group
___________

Select *MENU Menu control.

*CV/480B* Authority group table maintenance 10/18/04 13:58:32 ASGD2514
------------------------------------------------------------------------------
Authority group..... *MENU
Description......... Menu control
Active group........ Y

Object control pgm.. ASGR283

Default value....... 3

F7=Users F8=Routines F9=Objects F10=Details

‘Default value’ must be ‘3’, as menus are iSeries (or AS400) objects.

F8 – Routines

*CV/480B* Authority group table maintenance 10/18/04 14:44:36 ASGD2531
Secured routines
------------------------------------------------------------------------------
Authority group..... *MENU Menu control
------------------------------------------------------------------------------
Routine Description Secured
_ AS400 AS/400 Object Security Y

------------------------------------------------------------------------------
Routine
___________

Once menu security has been activated, there are two different ways of securing menus; by continuing on with this option, or by going through the ‘Menu Handling Tasks’ menu.

'''Continuing with this option'''

From previous screen, F9 – Objects (indicate menus being secured)

*CV/480B* Authority group table maintenance 10/18/04 14:36:37 ASGD2541
Secured objects
------------------------------------------------------------------------------
Authority group..... *MENU Menu control
------------------------------------------------------------------------------
Object Description Default
_ PERIOD Period End Tasks 2
_ YEAR Year End Tasks 2
------------------------------------------------------------------------------
Object
______________

In this case, the ‘Default value’ is changed to ‘2’. This means that no one has access, except those users explicitly indicated.

F10 – Detail (to add users)

*CV/480B* Authority group table maintenance 10/18/04 15:35:56 ASGD2551
Authority detail
------------------------------------------------------------------------------
Authority group..... *MENU Menu control
Sort sequence....... Object Routine User
------------------------------------------------------------------------------
Object Routine User Authority
_ PERIOD AS400 NANCYN Y
_ YEAR AS400 NANCYN Y
------------------------------------------------------------------------------
Object Routine User Authority

F8=Change Sort sequence

'''Secure Menus Using ‘Menu Handling Tasks’ Menu (MEDEA)'''

Navigate to the menu you want to secure.

*PL/480B* Cash Book tasks 12/01/14 14:49:24 CASHBOOK

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with Cash Book reconciliation

3. Print Cash Book balances
4. Print Cash Book transactions

Selection or command (C) IBS 1989-2002
===> _________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=System main menu

Make note of the menu name in the upper right corner.

On a command line in ASW, key in GO MEDEA and press enter.

*CV/480B* Menu Handling Tasks 10/18/04 16:52:22 MEDEA

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with menu items
2. Work with menus
3. Display menu option

Selection or command (C) IBS 1989-2002
===> 2__________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu

Select option 2 Work with menus.

Work with Menus ASGD4501
Subset . . . . . . . . *ALL
Position to . . . . . CASHBOOK Starting characters

Type option (and Menu), press Enter.
1=Create 2=Revise 3=Copy 4=Delete 5=View 6=DW-Document 7=Rename
11=Move menu 14=Create Menu 15=Translate

Opt Menu Library Subset Description MEDEA
__ ________ _________ _________
__ AACANALF *APP *STDDELTA Asset Mgmt Financial Analysis Tasks YES
__ AACANALF *APP *STANDARD Asset Mgmt Financial Analysis Tasks YES
__ AACANALP *APP *STANDARD Asset Mgmt Physical Analysis Tasks YES
__ AACFIN *APP *STANDARD Asset Management Financial Tasks YES
__ AACMAIN *APP *STANDARD Asset Management Tasks YES
__ AACPER *APP *STANDARD Asset Control Periodical Tasks YES
__ AACPHY *APP *STANDARD Asset Management Physical Tasks YES
__ AACSET *APP *STANDARD Asset Control Setup Tasks YES
__ AACYEAR *APP *STANDARD Year End Tasks YES
__ ACACCON *APP *STANDARD Account Control Tasks YES

F1=Shift info F3=Exit F5=Refresh F6=Create DW-document F8=Select subset
F9=Menu items - Where used F11=Display by desc F12=Cancel F13=Repeat

‘Position to’ the menu you want to secure.

Work with Menus ASGD4501
Subset . . . . . . . . *ALL
Position to . . . . . Starting characters

Type option (and Menu), press Enter.
1=Create 2=Revise 3=Copy 4=Delete 5=View 6=DW-Document 7=Rename
11=Move menu 14=Create Menu 15=Translate 16=Authority

Opt Menu Library Subset Description MEDEA
__ ________ _________ _________
16 CASHBOOK *APP *STANDARD Cash Book tasks YES
__ CASHM *APP *STANDARD Cash Management Tasks YES
__ CBACC *APP *STANDARD Cash Book accounting tasks YES
__ CONSOL *APP *STANDARD Consolidation Management Tasks YES
__ CONVER *APP *STANDARD Translation Tasks YES
__ CONVER2 *APP *STANDARD Translation Tasks YES
__ CROSSREF *APP *STANDARD Cross-reference Tasks YES
__ CVTCTLS *APP *STANDARD Currency conversion tools menu YES

F1=Shift info F3=Exit F5=Refresh F6=Create DW-document F8=Select subset
F9=Menu items - Where used F11=Display by desc F12=Cancel F13=Repeat

Select it with option 16 – Authority (will only show if menu security is active).

*CV/480B* Authority group table maintenance 10/18/04 16:57:05 ASGD2544
Secured objects
------------------------------------------------------------------------------
Authority group..... *MENU Menu control
------------------------------------------------------------------------------
Object name......... CASHBOOK

Description......... Cash Book tasks

Default value....... 2

F8=Obj aut per routine and usr

In this case, the ‘Default value’ is changed to ‘2’. This means that no one has access, except those users explicitly indicated.

F8 – Object Authority Per Routine and User

*CV/480B* Authority group table maintenance 10/18/04 17:00:36 ASGD2574
Object authority per Routine and User
------------------------------------------------------------------------------
Authority group..... *MENU Menu control
Object.............. CASHBOOK
------------------------------------------------------------------------------
Routine............. AS400
User................ NANCYN
Authority........... Y

If you now go to menu control/objects on the Authority Tasks menu, you will see this menu has been added to the list.

*CV/480B* Authority group table maintenance 10/18/04 17:04:08 ASGD2541
Secured objects
------------------------------------------------------------------------------
Authority group..... *MENU Menu control
------------------------------------------------------------------------------
_ Object Description Default
_ CASHBOOK Cash Book tasks 2
_ PERIOD Period End Tasks 2
_ YEAR Year End Tasks 2

------------------------------------------------------------------------------
Object
___________

How this works (for both processes) is by changing the object authority on the menu. This is a basic iSeries function – not ASW.

Edit Object Authority

Object . . . . . . . : PERIOD Owner . . . . . . . : ASW4OWN
Library . . . . . : A450AP Primary group . . . : *NONE
Object type . . . . : *MENU ASP device . . . . . : *SYSBAS

Type changes to current authorities, press Enter.

Object secured by authorization list . . . . . . . . . . . . *NONE

Object
User Group Authority
ASW4OWN *ALL
NANCYN *USE
*PUBLIC *EXCLUDE

F3=Exit F5=Refresh F6=Add new users F10=Grant with reference object
F11=Display detail object authorities F12=Cancel F17=Top F18=Bottom

By setting the default to ‘2’ on the ‘Secured Objects’ screen, the *PUBLIC access was changed to *EXCLUDE. By setting Nancy’s authority to ‘Y’ on the ‘Authority Detail’ screen, the entry NANCYN *USE was added.

Anyone not allowed access, will see this message.

*CV/480B* Financial Accounting Tasks 10/18/04 15:23:19 FINACC

Select one of the following: Application SoftWare
Release: XX1:480
1. General ledger transaction tasks
2. Analysis tasks
3. Reconciliation tasks
4. Period end tasks
5. Year end tasks

Selection or command (C) IBS 1989-2002
===> 4___________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu
Not authorized to object PERIOD in A450AP.
Menu PERIOD in library *LIBL not displayed.

===Secure a Menu Option===

*This is by company.

On an ASW command line, key in GO SECUR and press enter.

*CV/480B* Authority Tasks 10/18/04 13:54:25 SECUR

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with user profiles
2. Work with authority routines
3. Work with authority groups
4. Work with program security
5. Work with program/user security
6. Work with name template security
7. Work with item template security
8. Work with report writer security
9. Work with balance enquiry template security

Selection or command (C) IBS 1989-2002
===> 3________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu

Select option 3 Work with authority groups.

*CV/480B* Authority group table maintenance 10/18/04 15:51:27 ASGD2511
------------------------------------------------------------------------------
Group Description Ctl pgm Active
_ *APCDMNU Application control ASGR281 Y
_ *C/S ASW Client Server *NONE N
_ *CLFFINBTC Close FIN batch control ASGR282 N
_ *MENU Menu control ASGR283 Y
X *MNUITM Menu item control ASGR281 N

------------------------------------------------------------------------------
Group
____________

Select *MNUITM Menu item control.

*CV/480B* Authority group table maintenance 10/18/04 16:09:52 ASGD2514
------------------------------------------------------------------------------
Authority group..... *MNUITM
Description......... Menu item control
Active group........ Y

Object control pgm.. ASGR281

Default value....... 1

F7=Users F8=Routines F9=Objects F10=Details

The ‘Default value’ MUST be left as 1. This means that any menu option not included under ‘Objects’ will be left open. If this value is changed to ‘2’, then all menu options not listed will be secured; including administration!

If this is done, the only way to correct it is by using DFU on file SRBACG to change this record. Even the ASW administrator and security super user cannot get into security to change it.

F8 – Routines

*CV/480B* Authority group table maintenance 10/18/04 16:12:53 ASGD2531
Secured routines
------------------------------------------------------------------------------
Authority group..... *MNUITM Menu item control
------------------------------------------------------------------------------
Routine Description Secured
_ ASGR995 Check Menu item/Application Y

------------------------------------------------------------------------------
Routine
_____________

Once menu option security has been activated, there are two different ways of securing menus; by continuing on with this option, or by going through the ‘Menu Handling Tasks’ menu.

To continue with this option, on the previous screen press F9 – Objects (indicate menu objects being secured).

*PL/480B* Authority group table maintenance 12/01/14 15:12:19 ASGD2541
Secured objects
-------------------------------------------------------------------------------
Authority group..... *MNUITM Menu item control
-------------------------------------------------------------------------------
Object Description Default
_ AN109 Work with budget number defini 2
_ AN183 Work with budgets 2
_ AN383 Print budgets 2
_ AN450 Rebuild balances from transact 2
_ AN750 Create budget from budget 2
_ AN755 Create budget from balances 2
_ AP005 Work with A/P agreements 2
_ AP006 Reorganise A/P agreement file 2
_ AP011 Work with A/P transactions 2
_ AP020 Print A/P payment statistics 2
_ AP022 Print A/P agreements 2
_ AP032 Print A/P statement of account 2
_ AP035 Print A/P transactions 2
-------------------------------------------------------------------------------
Object
_______________________

The ‘Default values’ are all ‘2’, which means that no one has access, except those users explicitly included. (‘1’ would mean that all users have access, unless explicitly excluded.)

Select object, then press F8=’Object authority per routine and user’

*PL/480B* Authority group table maintenance 12/01/14 15:19:56 ASGD2571
Object authority per Routine and User
-------------------------------------------------------------------------------
Authority group..... *MNUITM Menu item control
Object.............. AP032
-------------------------------------------------------------------------------
Routine User Name Authority
_ ASGR995 FIN1 Finance Supervisor Y
_ ASGR995 FIN2 Finance A/P G/L Y
_ ASGR995 FIN3 Finance A/P A/R G/L Y
_ ASGR995 FIN4 Finance A/P A/R Y
_ ASGR995 FIN5 Finance A/P Y

-------------------------------------------------------------------------------
Routine User Authority
__________ __________ _

This shows all the users, or user groups, that can access this menu option. ‘Y’ means that they have access. You can change this to ‘N’ to explicitly exclude a user.

It is difficult to add a menu option to the list of secured objects because you need to know the menu item name. So use Medea.

'''Secure Menu Options Using ‘Menu Handling Tasks’ Menu (MEDEA)'''

Say for example, we want to secure option 4 on this menu.

*PL/480B* Budget Management Tasks 12/01/14 15:33:47 BUDGET

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with budgets
2. Print budgets
3. Create budget from budget
4. Create budget from balances
5. Work with budget number definitions
6. Work with budget curves

9. Budget upload

Selection or command (C) IBS 1989-2002
===> _____________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=System main menu

On an ASW command line, key in GO MEDEA and press enter.

*CV/480B* Menu Handling Tasks 10/18/04 17:18:01 MEDEA

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with menu items
2. Work with menus
3. Display menu option

Selection or command (C) IBS 1989-2002
===> 1__________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu

Use option 1 Work with menu items.

Work with Menu Items ASGD4401
Subset . . . . . . . . *ALL
Position to. . . . . . ______________________________ Starting characters

Type option (and Menu Item), press Enter.
1=Create 2=Revise 3=Copy 4=Delete 5=View 7=Rename
14=Create Command 15=Translate 16=Authority

Opt Menu Item Subset Description
__ __________ ___________
__ M_UPSETTAX *CUSTLOCAL uniPHARM setup -- Sales Taxes
__ M_UPSETWHR *CUSTLOCAL uniPHARM Setup - Warehouse - RF
__ M_UPWHSE *CUSTLOCAL uniPHARM Warehouse/Sales
__ M_UPWHSE1 *CUSTLOCAL uniPHARM Warehouse/Sales Menu 1
__ M_APAGR *STANDARD A/P agreement tasks
__ M_APANAL *STANDARD A/P analysis tasks
__ M_APCASHM *STANDARD A/P cash management tasks
__ M_APINV *STANDARD A/P invoicing tasks
__ M_APPAY *STANDARD A/P payment tasks
__ M_APPER *STANDARD A/P periodical tasks

F1=Shift info F3=Exit F5=Refresh F8=Select subset
F11=Display by name F12=Cancel F13=Repeat

To find the correct menu item, press F11 to display by description. In the ‘Position To’ field, key in the exact text of the menu option and press enter. Note that this is case sensitive.

Work with Menu Items ASGD4401
Subset . . . . . . . . *ALL
Position to. . . . . . Create budget Starting characters

Work with Menu Items ASGD4401
Subset . . . . . . . . *ALL
Position to. . . . . . Create budget Starting characters

Type option (and Menu Item), press Enter.
1=Create 2=Revise 3=Copy 4=Delete 5=View 7=Rename
14=Create Command 15=Translate 16=Authority

Opt Menu Item Subset Description
__ __________ ___________
16 AN755 *STANDARD Create budget from balances
__ AN750 *STANDARD Create budget from budget
__ GL060 *STANDARD Create calculation/redistribution transactions
__ AN710 *STANDARD Create distributed balances
__ IP840 *STANDARD Create field description file from FRF
__ GF510 *STANDARD Create interface file (originating company)
__ DI685 *STANDARD Create internal replenishment orders
__ DI680 *STANDARD Create internal replenishment suggestions
__ DM890 *STANDARD Create item file reorganisation proposal
__ GD890 *STANDARD Create name file reorganisation proposal

F1=Shift info F3=Exit F5=Refresh F8=Select subset
F11=Display by name F12=Cancel F13=Repeat

Use option 16 – authority for the menu item you want to secure.

*CV/480B* Authority group table maintenance 10/18/04 17:22:30 ASGD2544
Secured objects
------------------------------------------------------------------------------
Authority group..... *MNUITM Menu item control
------------------------------------------------------------------------------
Object name......... AN755

Description......... Create budget from balances

Default value....... 2

F8=Obj aut per routine and usr

Default value ‘2’ means that users cannot access this menu option unless they are explicitly authorized (or attached to a group profile that is).

F8 – Object Authority Per Routine and User

*CV/480B* Authority group table maintenance 10/18/04 17:26:51 ASGD2571
Object authority per Routine and User
------------------------------------------------------------------------------
Authority group..... *MNUITM Menu item control
Object.............. AN755
------------------------------------------------------------------------------
Routine User Name Authority
_ ASGR995 FINSUP Finance Supervisor Y
------------------------------------------------------------------------------
Routine User Authority
__________ __________ _

If you now go to menu item control/objects on the Authority Tasks menu, you will see this menu option has been added to the list.

Anyone not allowed access will see this message.

*CV/480B* A/P Payment Tasks 10/18/04 16:33:24 APPAY

Select one of the following: Application SoftWare
Release: XX1:480
1. Enter financial transactions
2. Work with A/P payment proposals
3. Print DI payment orders
4. Work with A/P transactions

70. Name tasks
71. Cheque inventory tasks

Selection or command (C) IBS 1989-2002
===> 1_____________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu
You are not allowed to access this menu item, authority control is active

==Secure an Inquiry Program==

You have to know the name of the program you are securing. To find it, go into the program, and find the program name.

*VA/480B* G/L control file enquiry 12/01/14 16:33:46 GDMD0981
-------------------------------------------------------------------------------
Period name End date
Actual year/period.. 1511 FEBRUARY 2/28/14
MARCH 3/31/14
Last closed period.. 1509 APRIL 4/30/14
First stored period. 0801 MAY 5/31/14
JUNE 6/30/14
JULY 7/31/14
AUGUST 8/31/14
SEPTEMBER 9/30/14
OCTOBER 10/31/14
NOVEMBER 11/30/14
No of normal periods 12 DECEMBER 12/31/14
Total no of periods. 13 JANUARY 1/31/15
YEAR END 4/30/15

GDMD0981 is the screen name. The program name is GDMR098. The ‘D’ in the last letter is for ‘display’; the program has ‘R’ for RPG (the programming language) in that spot. The last digit, ‘1’, means that this is screen #1 of the display. We can check this by looking at the list of inquiry programs.

On an ASW command line, key in 81, and press enter.

*PL/480B* Table maintenance program selection 12/01/14 15:49:44 ASGD0181
-------------------------------------------------------------------------------
Appl Table
_ AAC Account codes
_ AAC Acquisition accounts
_ AAC Acquisition types
_ AAC Asset account groups
_ AAC Asset number series
_ AAC Asset type & groups
_ AAC Depreciation modules
_ AAC Depreciation rules
_ AAC Depreciation types
_ AAC Disposal types
_ AAC G/L transaction types
_ AAC Indexes
_ AAC Insurance companies
_ AAC Insurance policies
_ AAC Investment budgets
-------------------------------------------------------------------------------
Appl Search argument
___ enquiry

Key in a search argument of ‘enquiry’ and press enter.

*PL/480B* Table maintenance program selection 12/01/14 15:49:44 ASGD0181
-------------------------------------------------------------------------------
Appl Table
_ FIN Transaction enquiry sequences
x GEN Enquiry programs
-------------------------------------------------------------------------------
Appl Search argument
___ ____________________________

Select ‘Enquiry programs’.

*VA/480B* Enquiry program table maintenance 12/02/14 14:39:18 GDMD1051
-------------------------------------------------------------------------------
Subset: *ALL
-------------------------------------------------------------------------------
Program Description Appl Subset
_ GDMR098 G/L control file GEN *STANDARD
_ GDMR145 Document output formats GEN *STANDARD
_ GDMR200 Document number series FIN *STANDARD
_ GDMR201 Names GEN *STANDARD
_ GDMR225 Name notes GEN *STANDARD
_ GDMR226 Name note groups GEN *STANDARD
_ GDMR227 Name note group members GEN *STANDARD
_ GDMR228 Name note types GEN *STANDARD
_ GDMR236 Commodity codes GEN *STANDARD
_ GDMR237 Nature of transactions GEN *STANDARD
_ GDMR238 Ports GEN *STANDARD
_ GDMR239 Border values GEN *STANDARD
_ GDMR240 Name search field ctl table GEN *STANDARD
-------------------------------------------------------------------------------
Program Subset
GDMR09 __________
F8=Select subset

Key ‘GDMR09’ for program, and press enter. This confirms that GDMR098 is G/L control file inquiry.

Go back to the ASW command line, key in GO SECUR and press enter.

*CV/480B* Authority Tasks 10/18/04 17:31:36 SECUR

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with user profiles
2. Work with authority routines
3. Work with authority groups
4. Work with program security
5. Work with program/user security
6. Work with name template security
7. Work with item template security
8. Work with report writer security
9. Work with balance enquiry template security

Selection or command (C) IBS 1989-2002
===> 4________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu

Select option 4 Work with program security. Press F6 to add, key in program name, press enter, press F12.

*CV/480B* Program security maintenance 10/18/04 17:34:45 ASGD0501
------------------------------------------------------------------------------
Program Description
_ GDMR098 G/L application control enquiry

------------------------------------------------------------------------------
Program
____________

This program is now secured.

*CV/480B* Authority Tasks 10/18/04 17:36:40 SECUR

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with user profiles
2. Work with authority routines
3. Work with authority groups
4. Work with program security
5. Work with program/user security
6. Work with name template security
7. Work with item template security
8. Work with report writer security
9. Work with balance enquiry template security

Selection or command (C) IBS 1989-2002
===> 5______________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=AS/400 main menu

To give users or groups access, select option 5 Work with program/user security.

*CV/480B* Program/user security maintenance 10/18/04 17:37:28 ASGD0511
------------------------------------------------------------------------------
Program............. GDMR098

User profile........ _______

If only the program name is entered, all user access for that program is displayed. If only a user is entered, their access to all secured programs is displayed.

*CV/480B* Program/user security maintenance 10/18/04 17:53:29 ASGD0512
------------------------------------------------------------------------------
Program..... GDMR098 G/L application control enquiry
------------------------------------------------------------------------------
Access User
N FINADMIN
Y FINGRP
Y FINSUP
N GERALDP
N GORDIEL
N GORDONM
N JIMM
N JOHNT
N LEWISJ
N MARYT
------------------------------------------------------------------------------

You can control access by keying in Y or N.

Information Systems:ASW User Security

2015-10-19T23:31:14Z

172.30.19.104:

Only ASW FIN is secured. All finance options are secured by ‘Group Profile’, which is on the user’s profile.

*VA/480B* User profile table maintenance 12/02/14 13:38:37 ASGD9604
-------------------------------------------------------------------------------
User profile........ KELSEYT
Description......... temp - Kelsey Tran
Templates
Name maintenance.... ALL Name enquiry........ GENERAL
Item maintenance.... ALL Item enquiry........ ALL
A/R invoice entry... CVM A/R payment entry... SYSTEM
A/P invoice entry... SYSTEM A/P payment entry... SYSTEM
G/L entry........... SYSTEM

Interactive process. N User language....... EN
Allow change period. N

Group profile....... FIN4 Valid as group prf.. N
RF warehouse........ MAI RF handler.......... KELSEYT
GUI activated....... Y Handler............. KELSEYT
Default SO type..... AR Engineer............ _______
Default PO type..... BE Max. support level.. 9
Orders in desc. seq. Y

F2=Client F8=Maintain HELP options F10=Copy record

The group profiles are –

CSRGRP Customer Service Rep Group
FIN1 Finance Supervisor
FIN2 Finance A/P G/L
FIN3 Finance A/P A/R G/L
FIN4 Finance A/P A/R
FIN5 Finance A/P

When a new person is added to the finance department, they will need to be attached to one of these FIN profiles. A new person in Customer Serve needs to be attached to CSRGRP.

==Authorize New User==

Before a user profile can be added (the ASW profile; not for the i), you must first add a ‘signature’.

On an ASW command line, key in 81 and press enter. Find ‘Signatures’ using the search argument.

*VA/480B* Table maintenance program selection 12/01/14 11:49:19 ASGD0181
-------------------------------------------------------------------------------
Appl Table
_ AAC Acquisition accounts
_ AAC Acquisition types
_ AAC Responsibles
_ DIS Cust. commission groups
_ DIS Item commission groups
_ DIS Sales tax classification
_ DIS Salesman commissions
_ GEN Divisions
X GEN Signatures
_ HLN Disposition codes
_ WHM Location sizes

-------------------------------------------------------------------------------
Appl Search argument
___ SI______________________________________

Select ‘Signatures’.

*VA/480B* Signature table maintenance 12/01/14 11:51:45 GDMD1111
-------------------------------------------------------------------------------
_ Signature Name
_ CHARANS AD Charanpreet Sidhu
_ CHARLENEH AD Charlene Huang
_ CHARLESN AD Charles Ng
_ CHARLIEC AD Charlie Chen
_ CHELSEAK Chelsea Kramer
_ CHELSEAM AD Chelsea Manansala
_ CHENC AD Chen Chen
_ CHENGY AD Cheng Yi
_ CHERIZAA AD Cheriza Adano
_ CHERYLC Cheryl Corkum CSR
_ CHERYLCB Cheryl Corkum Buyer
_ CHHONK AD Chhon Kheav
_ CHOOSY AD Choo Sang Yong
_ CHRISC AD Chris Chan
_ CHRISCH AD Chris Chow
-------------------------------------------------------------------------------
Signature
__________

Press F6 to add.

*VA/480B* Signature table maintenance 12/01/14 11:52:44 GDMD1113
-------------------------------------------------------------------------------
Signature........... KELSEYT
Name................ temp - Kelsey Tran

Security code....... ____
Common attest limit. ___________
Next level authority _________

Salesman............ N
Sales manager....... __________

Direct print
Printer queue....... QPRINT
Number of copies.... 1
Hold on spool file.. Y

F2=Assign users

Fill in the blanks as shown – the ‘signature’ must be the same as the i user ID. The default printer queue is set to QPRINT, which isn’t attached to a printer. ASW generates a lot of reports; most of which we don’t print. When the user wants to actually print something, they override the output queue to the closest printer.

Then go back to ‘Table maintenance program selection’, and find user profiles.

*VA/480B* Table maintenance program selection 12/01/14 12:04:10 ASGD0181
-------------------------------------------------------------------------------
Appl Table
_ AMT Work with AMT users
_ GEN User def. statistics identity
X GEN User profiles
-------------------------------------------------------------------------------
Appl Search argument
___ USER________________________________

Select ‘User profiles’.

*VA/480B* User profile table maintenance 12/01/14 12:17:18 ASGD9601
-------------------------------------------------------------------------------
User Description
_ CELIAS AD Celia Salas
_ CELSOC AD Celso Canlas
_ CHARANS AD Charanpreet Sidhu
_ CHARLENEH AD Charlene Huang
_ CHARLESN AD Charles Ng
_ CHARLIEC AD Charlie Chen
_ CHELSEAK Chelsea Kramer
X CHELSEAM Chelsea Manansala
_ CHENC AD Chen Chen
_ CHENGY AD Cheng Yi
_ CHERIZAA AD Cheriza Adano
_ CHERYLC Cheryl Corkum CSR
_ CHERYLCB Cheryl Corkum Buyer
_ CHHONK AD Chhon Kheav
_ CHOOSY AD Choo Sang Yong
-------------------------------------------------------------------------------
User
__________

F8=Maintain General HELP options

Select someone with the same accesses that the person you are adding will need.

*VA/480B* User profile table maintenance 12/01/14 11:40:58 ASGD9604
-------------------------------------------------------------------------------
User profile........ CHELSEAM
Description......... Chelsea Manansala
Templates
Name maintenance.... ALL Name enquiry........ GENERAL
Item maintenance.... ALL Item enquiry........ ALL
A/R invoice entry... CVM A/R payment entry... SYSTEM
A/P invoice entry... SYSTEM A/P payment entry... SYSTEM
G/L entry........... SYSTEM

Interactive process. N User language....... EN
Allow change period. N

Group profile....... FIN4 Valid as group prf.. N
RF warehouse........ MAI RF handler.......... CHELSEAM
GUI activated....... Y Handler............. CHELSEAM
Default SO type..... AR Engineer............ ________
Default PO type..... BE Max. support level.. 9
Orders in desc. seq. Y

F2=Client F8=Maintain HELP options F10=Copy record

Press F10 to copy this user profile.

*VA/480B* User profile table maintenance 12/01/14 11:40:58 ASGD9604
-------------------------------------------------------------------------------
User profile........ KELSEYT
Description......... temp - Kelsey Tran
Templates
Name maintenance.... ALL Name enquiry........ GENERAL
Item maintenance.... ALL Item enquiry........ ALL
A/R invoice entry... CVM A/R payment entry... SYSTEM
A/P invoice entry... SYSTEM A/P payment entry... SYSTEM
G/L entry........... SYSTEM

Interactive process. N User language....... EN
Allow change period. N

Group profile....... FIN4 Valid as group prf.. N
RF warehouse........ MAI RF handler.......... KELSEYT
GUI activated....... Y Handler............. KELSEYT
Default SO type..... AR Engineer............ _______
Default PO type..... BE Max. support level.. 9
Orders in desc. seq. Y

F2=Client F8=Maintain HELP options F10=Copy record

Key in user profile, description, RF handler, and handler, then press enter.

*VA/480B* User profile table maintenance 12/01/14 11:57:17 ASGD9611
Enquiry program templates
-------------------------------------------------------------------------------
User profile........ CHELSEAM
-------------------------------------------------------------------------------
Template Description
X FIN ASW Financial
_ RFH ASW Radio Frequency
-------------------------------------------------------------------------------
Template
___

Select the FIN inquiry program template.

*VA/480B* User profile table maintenance 12/01/14 11:57:56 ASGD9614
Enquiry program templates
-------------------------------------------------------------------------------
User profile........ CHELSEAM
Template............ FIN
Description......... ASW Financial

F13 enquiry......... HLR126 Hotline incident enquiry
F14 enquiry......... DMC119A Purchase orders
F15 enquiry......... FKR015 A/R balance/stat/agreem/trans
F16 enquiry......... FKC090 A/R credit time axis
F17 enquiry......... DMC120 Sales orders
F18 enquiry......... DMR121 Invoices
F19 enquiry......... DMR122 Customer service
F20 enquiry......... GDMR273 Credit stop codes
F21 enquiry......... FLR015 A/P balance/stat/agreem/trans
F22 enquiry......... FMR015 Account file
F23 enquiry......... GDMR201 Names
F24 enquiry......... ASGR012 Enquiries

F10=Copy record

Press F10 to copy the template to the new user profile.

*VA/480B* User profile table maintenance 12/01/14 11:57:56 ASGD9614
Enquiry program templates
-------------------------------------------------------------------------------
User profile........ KELSEYT
Template............ FIN
Description......... ASW Financial

F13 enquiry......... HLR126 Hotline incident enquiry
F14 enquiry......... DMC119A Purchase orders
F15 enquiry......... FKR015 A/R balance/stat/agreem/trans
F16 enquiry......... FKC090 A/R credit time axis
F17 enquiry......... DMC120 Sales orders
F18 enquiry......... DMR121 Invoices
F19 enquiry......... DMR122 Customer service
F20 enquiry......... GDMR273 Credit stop codes
F21 enquiry......... FLR015 A/P balance/stat/agreem/trans
F22 enquiry......... FMR015 Account file
F23 enquiry......... GDMR201 Names
F24 enquiry......... ASGR012 Enquiries

Key in the user profile, and press enter.

==Give User Additional Authority==

A manager can request extra access for their staff. For example, a secured option that people outside of finance need access to is invoice printing (for example, customer service and returns). There is a group profile for customer service, but other people have to be authorized individually.

Find the required option on a menu, and make note of the menu name, and option number (in this case, INVOICE and 1).

*VA/480B* Invoicing Tasks 1/16/15 14:51:09 INVOICE

Select one of the following: Application SoftWare
Release: XX1:480
1. Print invoices
2. Print invoice journal
3. Print cash sales journal
4. Release orders held for invoicing
5. Transfer logistic accounting transactions

Selection or command (C) IBS 1989-2002
===> ____________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=System main menu

To find the name of the job, key in GO MEDEA and press enter.

*VA/480B* Menu Handling Tasks 1/16/15 14:23:47 MEDEA

Select one of the following: Application SoftWare
Release: XX1:480
1. Work with menu items
2. Work with menus
3. Display menu option

Selection or command (C) IBS 1989-2002
===> ____________________________________________________________________

F3=Exit F4=Prompt F9=Retrieve F12=Cancel
F13=Information Assistant F16=System main menu

Selection option 2 ‘Work with menus’, and position to the menu you want.

Work with Menus ASGD4501
Subset . . . . . . . . *ALL
Position to . . . . . INVOICE Starting characters

Type option (and Menu), press Enter.
1=Create 2=Revise 3=Copy 4=Delete 5=View 6=DW-Document 7=Rename
11=Move menu 14=Create Menu 15=Translate

Opt Menu Library Subset Description MEDEA

5 INVOICE *APP *STANDARD Invoicing Tasks YES
__ INVPER *APP *STANDARD Inventory Contol Periodical Tasks YES
__ INVREO *APP *STANDARD Inventory Control Reorganisation Ta YES
__ INVSET *APP *STANDARD Inventory Control Setup Tasks YES
__ INVSUPP *APP *STANDARD Internal Replenishment Tasks YES
__ ITEM *APP *STDDELTA Item Tasks YES
__ ITEM *APP *STANDARD Item Tasks YES
__ ITEMDEL *APP *STANDARD Item File Reorganisation Tasks YES
__ ITEMPRC *APP *STANDARD Item Pricing Tasks YES
__ ITEMTRAN *APP *STANDARD Item Information Transfer Tasks YES

F1=Shift info F3=Exit F5=Refresh F6=Create DW-document F8=Select subset
F9=Menu items - Where used F11=Display by desc F12=Cancel F13=Repeat

Use option 5 to view the menu, and press enter until you get to ‘View Menu Options’.

View Menu Options ASGD4522

Menu . . . . . . . . . . . . . . INVOICE
Library. . . . . . . . . . . . *APP
Subset . . . . . . . . . . . . . *STANDARD
Menu Description . . . . . . . . Invoicing Tasks
Type option, press Enter.
5=View 6=Print 8=X-ref

Op MO Menu item Subset Description
_ 1 DM340 *STANDARD Print invoices
_ 2 DM350 *STANDARD Print invoice journal
_ 3 DM365 *STANDARD Print cash sales journal
_ 4 DM308 *STANDARD Release orders held for invoicing
_ 5 CF750 *STANDARD Transfer logistic accounting transactions

F3=Exit F5=Refresh F12=Cancel

Make note of the job name DM340.

On an ASW command line, key in GO SECUR and press enter. Select menu option 3 – Work with authority groups. Select *MNUITM – Menu item control.

*PL/480B* Authority group table maintenance 12/02/14 16:20:09 ASGD2514
-------------------------------------------------------------------------------
Authority group..... *MNUITM
Description......... Menu item control
Active group........ Y

Object control pgm.. ASGR281

Default value....... 1

F7=Users F8=Routines F9=Objects F10=Details

Press F8 for objects.

*VA/480B* Authority group table maintenance 1/21/15 10:59:42 ASGD2531
Secured routines
-------------------------------------------------------------------------------
Authority group..... *MNUITM Menu item control
-------------------------------------------------------------------------------
Routine Description Secured
5 ASGR995 Check Menu item/Application Y

-------------------------------------------------------------------------------
Routine
___________

Select ‘ASGR995’, and press enter.

*VA/480B* Authority group table maintenance 1/21/15 11:00:48 ASGD2534
Secured routines
-------------------------------------------------------------------------------
Authority group..... *MNUITM Menu item control
-------------------------------------------------------------------------------
Routine............. ASGR995

Description......... Check Menu item/Application

Secured............. Y

F8=Routine aut per usr and obj

Press F8.

*VA/480B* Authority group table maintenance 1/21/15 11:02:05 ASGD2561
Routine authority per User and Object
-------------------------------------------------------------------------------
Authority group..... *MNUITM Menu item control
Routine............. ASGR995 Check Menu item/Application
-------------------------------------------------------------------------------
User Object Authority
_ ABDIE DM001 Y
_ AMANDAN DM340 Y
_ AMANDAY DM001 Y
_ ANGELAC GD001 Y
_ ANGELAC GL040 Y
_ BOBW DM340 Y
_ BRANDONS DM340 Y
_ CAMILLED DM340 Y
_ CARLOSD DM340 Y
_ CELSOC DM340 Y
_ CHARLENEH DM340 Y
_ CHARLESN AP410 Y
-------------------------------------------------------------------------------
User Object Authority
__________ ______________________________ _

You can press F6 to add.

*VA/480B* Authority group table maintenance 1/21/15 11:45:32 ASGD2564
User authority per routine and object
-------------------------------------------------------------------------------
Authority group..... *MNUITM Menu item control
Routine............. ASGR995 Check Menu item/Application
-------------------------------------------------------------------------------
User................ KELSEYT
Object.............. DM340
Authority........... Y

* Don’t forget ‘Y’ for authority.

Or you can position to either a ‘user’ or an ‘object’.

*VA/480B* Authority group table maintenance 1/21/15 11:47:52 ASGD2561
Routine authority per User and Object
-------------------------------------------------------------------------------
Authority group..... *MNUITM Menu item control
Routine............. ASGR995 Check Menu item/Application
-------------------------------------------------------------------------------
User Object Authority
AMANDAN DM340 Y
BOBW DM340 Y
BRANDONS DM340 Y
CAMILLED DM340 Y
CARLOSD DM340 Y
CELSOC DM340 Y
CHARLENEH DM340 Y
CHRISCH DM340 Y
CSRGRP DM340 Y
DOMERL DM340 Y
FIN1 DM340 Y
FIN2 DM340 Y
-------------------------------------------------------------------------------
User Object Authority
__________ DM340_________________________ _

*VA/480B* Authority group table maintenance 1/21/15 11:47:52 ASGD2561
Routine authority per User and Object
-------------------------------------------------------------------------------
Authority group..... *MNUITM Menu item control
Routine............. ASGR995 Check Menu item/Application
-------------------------------------------------------------------------------
User Object Authority
CHRISTINED AP410 Y
CHRISTINED CF400 Y
CHRISTINED GF460 Y
CHRISTINET AP410 Y
CHRISTINET CF400 Y
CHRISTINET DM001 Y
CHRISTINET GF457 Y
CHRISTINET GL030 Y
CHRISTINET GL032 Y
CHRISTINET GL040 Y
CSRGRP DM340 Y
-------------------------------------------------------------------------------
User Object Authority
CHRISTINED _________________________________________ U

Information Systems:Problems

2015-10-19T17:26:10Z

172.30.19.104:

* [[ASW Messages]]
* [[Record Lock (Unable to Allocate a Record]]
* [[Help Does Not Work]]
* [[Batch Jobs not Running]]
* [[Finance Problems]]
* [[Inventory Problems]]
* [[Sales Order Problems]]
* [[Picking Problems]]
* [[Receiving Problems]]
* [[Replenishment Problems]]
* [[PutAway Problems]]
* [[RF Batch Problems]]

Information Systems:Problems

2015-10-19T17:25:12Z

172.30.19.104:

* [[ASW Messages]]
* [[Record Lock (Unable to Allocate a Record]]
* [[Help Does Not Work]]
* [[Batch Jobs not Running]]
* [[Finance Problems]]
* [[Inventory]]
* [[Sales Orders]]
* [[Picking]]
* [[Receiving]]
* [[Replenishment]]
* [[PutAway]]
* [[RF Batches]]

Information Systems:Finance

2015-10-19T17:24:45Z

172.30.19.104: Replaced content with " =Cannot Close Period= =A/R Reconciliation not in Balance= =Cannot Use A/P Payment Proposal= =Journal in Error= =G/L Balances do Not Roll Over= =Cannot Close Cash..."

=Cannot Close Period=

=A/R Reconciliation not in Balance=

=Cannot Use A/P Payment Proposal=

=Journal in Error=

=G/L Balances do Not Roll Over=

=Cannot Close Cash Book Batch=

=Change Document Date=
=Rounding Error in Goods Receiving File=

=Unmatched Purchase Orders Not in Balance=

=Problem with EFT Batch=

=Cannot Add to Standing Order=

Information Systems:Finance

2015-10-19T17:10:06Z

172.30.19.104:

=Cannot Close Period=

Check SROBTR and SROOVF. If an update does not complete properly, sometimes orphaned transactions are left behind.

For example, we have a custom system to receive transactions from the bank and post them to the store’s accounts receivable (see Bank EDI). Sometimes this leaves transactions in SROOVF. We can’t do anything but manually delete them, and do a journal entry.

* I can see only one place where this could be happening, but I haven’t figured out why. BERUP075 (BED -- Post A/R payment G/L corrections to ASW) calls GCFC851 (Interface accounting transfer), which calls GCFR851 (Interface accounting transaction transfer). If field &GRIW is returned as blank, FMC050 (G/L update transactions and balances) is not run.

* Nancy seems to have found the problem and a solution. We have changed the job queue QBATCH to run two jobs at a time. If Nancy waits until one card type (Visa, Master Card, etc) completes before starting the next, the problem doesn’t seem to happen.

=A/R Reconciliation not in Balance=

The first thing to find out is when it went out of balance. We have a copy of the A/R Reconciliation for every period end. To see them, on a command line key in WRKOUTQ FINANCE/FIN* and press enter. Page down through the older periods, until you get to the more recent ones.

Work with All Output Queues

Type options, press Enter.
2=Change 3=Hold 4=Delete 5=Work with 6=Release 8=Description
9=Work with Writers 14=Clear

Opt Queue Library Files Writer Status
__ FIN201505 FINANCE 11 RLS
__ FIN201506 FINANCE 11 RLS
__ FIN201507 FINANCE 11 RLS
__ FIN201508 FINANCE 11 RLS
__ FIN201509 FINANCE 11 RLS
__ FIN201510 FINANCE 11 RLS
__ FIN201511 FINANCE 11 RLS
5 FIN201512 FINANCE 11 RLS
__ FIN201601 FINANCE 11 RLS
__ FIN201602 FINANCE 11 RLS

Command
===>
F3=Exit F4=Prompt F5=Refresh F12=Cancel F24=More keys

Use option 5 to see the spool files.

Work with Output Queue

Queue: FIN201512 Library: FINANCE Status: RLS

Type options, press Enter.
1=Send 2=Change 3=Hold 4=Delete 5=Display 6=Release 7=Messages
8=Attributes 9=Work with printing status

Opt File User User Data Sts Pages Copies Form Type Pty
_ GCFP231 FINADMIN RDY 92 1 *STD 5
_ GCFP233 FINADMIN RDY 185 1 *STD 5
_ GCFP235 FINADMIN RDY 199 1 *STD 5
5 FSR297P FINADMIN RDY 2 1 *STD 5
_ FSR297P FINADMIN RDY 2 1 *STD 5
_ FKR041P FINADMIN RDY 2 1 *STD 5
_ QPQUPRFIL FINADMIN RDY 81 1 *STD 5
_ QPQUPRFIL FINADMIN RDY 10 1 *STD 5
_ DMR606P FINADMIN RDY 911 1 *STD 5
More...
Parameters for options 1, 2, 3 or command
===>
F3=Exit F11=View 2 F12=Cancel F20=Writers F22=Printers
F24=More keys

The first ‘FSR297P’ is the A/R reconciliation (the second is A/P). Use option 5 to display it. Do this on several periods until you find the first one that has a difference. In this case, it is 201501.

*VA/480B* A/R RECONCILIATION LIST
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
A/R AMOUNT A/R AMOUNT G/L AMOUNT G/L AMOUNT G/L AMOUNT DIFFERENCE
Main Grou Subg Temp intrupt(a) Balance amt (b) Temp intrupt(c) Balance amt (d) Journal Maint(e) Diff (a+b)-(c+d+e))
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
120000 4,452,168.26 4,452,160.94 7.32
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
Grand total 4,452,168.26 4,452,160.94 7.32

Follow the instructions in ‘ASW Analyser / Rebuild / Rebuild System Base Levels’. This should be done on a Saturday, as it is not a good idea to rebuild Analyser while transactions are trying to update it.

=Cannot Use A/P Payment Proposal=

If you get a message saying that a previous step is still processing, and you know that it isn’t (make sure it isn’t in the job queue waiting for its turn to run, or in error while running) –

Using instructions in add link to DFU Technical / DFU – Data File Utility, edit file SROCTLSO (A/P Payment proposals control) in library UP1480BFVA, to clear the WSID field. There will probably only be one record in the file.

=Journal in Error=

Sometimes a journal does not automatically post to the G/L. It could be because something is wrong with an individual entry, or because something in it does not balance (to zero). You can tell which, by going into ‘work with journals in error’, and looking at the journal.

*VA/480B* Journal maintenance 1/22/15 09:22:36 FSR11001
Select journal
-------------------------------------------------------------------------------
Year Journal Transaction type User Date
5 15 8953 A/P batch invoices EDIUSER 1/21/15

------------------------------------------------------------------------------
Year Journal User
__ _____ __________

Select the journal to see the transactions.

*VA/480B* Journal maintenance - A/P invoices 1/22/15 09:23:57 FSR12101
Invalid transactions
-------------------------------------------------------------------------------
Accounting year..... 15 Journal number...... 8953
-------------------------------------------------------------------------------
Dt Doc no Supplier no Name Amount
5 EIN 66442 21948 MERCK CANADA INC. *

-------------------------------------------------------------------------------
F8=Valid transactions

If there are no ‘invalid transactions’, the journal is out of balance (see the section ‘Out of Balance’ to correct this). If there is, select one to see, and correct, the details.

*VA/480B* Journal maintenance - A/P invoices 1/22/15 09:25:49 FSR12104
-------------------------------------------------------------------------------
Accounting year..... 15 Journal number...... 8953
-------------------------------------------------------------------------------
Supplier number..... 21948 Supplier invoice no. 7178018779
Document type....... EIN Voucher type........ 33
Document number..... 66442 Voucher number...... 3302554
Document date....... 012115 Voucher date........ 012115
Due date............ Accounting period... 1512
Transaction amount.. 4869.97 Transaction currency CAD
System amount....... _______________
Primary amount...... Primary currency.... CAD
VAT amount.......... 14.470- Turnover amount..... ____________
Exchange rate period M
Exchange rate level. M Cost centre......... _______
Exchange rate time.. 001501 Import code......... 1
Terms of payment.... Supplier bank....... ___
Bank reference no... _______________________________
Text................ __________________________
Supplier inv date... 012115 Reception date...... 012215
Attestor............ NO ATTESTO Approved for payment N
Payment mode........ Payment stop code... __

VAT must have same sign as transaction if entered

This is a problem with the EDI data received (document type EIN is an EDI invoice). The correction is to take the minus sign off of the VAT (European terminology for tax). Then go to the section ‘Manually Post Batch’)’

==Out of Balance==

If there are no invalid transactions, press F3 to see the totals.

*VA/480B* Journal maintenance - G/L postings 8/20/15 08:39:53 FSR11105
-------------------------------------------------------------------------------
Accounting year..... 16 Journal number...... 5166
Journal date........ 8/19/15
-------------------------------------------------------------------------------
Per Vt Vou no Debit Credit Difference
1607 80 8000167 1644464.71 1644469.71 5.00-
-------------------------------------------------------------------------------
Forced update....... N

So far, we have had two different reasons for a journal to be out of balance; when the tax status has been changed, or when processing credit card transactions has failed.

===Sales Tax===

Base ASW (at least the version modified for the US) has different levels of tax (state, county, etc) but they all add to one bucket – both when they print on the invoice, and add to the G/L. We need to keep provincial and federal taxes separate. We have modified DMR343 (invoice generation) to recalculate the individual sales taxes. Very occasionally, when it does this, it does not agree with total tax amount previously calculated by ASW. Which means the detail taxes that print on the bottom of the invoice, and the journal entries created, do not add up to the invoice total. This happens so rarely, and the program is so complex, that I have been fixing the symptoms rather than fixing the source of the problem.

To find out which invoice has the problem, go to System Management / Query Manager / Run a Query Request. Run FINJERROR.

Display Spooled File
File . . . . . : QPQUPRFIL Page/Line 1/24
Control . . . . . Columns 1 - 130
Find . . . . . .
*...+....1....+....2....+....3....+....4....+....5....+....6....+....7....+....8....+.
QUERY NAME . . . . . JOURNERR2
LIBRARY NAME . . . . XX2480BP
FILE LIBRARY MEMBER FORMAT
JETOTAL QTEMP JETOTAL JETOTAL
DATE . . . . . . . . 12/02/14
TIME . . . . . . . . 12:56:40

show out of balance document 12/02/14 12:56:40 PAGE 1

Docu Doc no Amount
type
INV 7711150 5.00-
F3=Exit F12=Cancel F19=Left F20=Right F24=More keys

You can reprint this invoice to see what it’s done. Typically, the modifications have calculated a tax when base ASW didn’t. To fix it, use [[Utilities#DFU - Data File Utility|DFU]] on file UZIVLIL3 in library UP1480BFVA.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : UZIVLIR File . . . . : UZIVLIL3

IVINV#: 7711150 IVINVL: _____

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

Key in the invoice number, and press enter. Press page down until you see the incorrect tax amount.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : UZIVLIR File . . . . : UZIVLIL3

IVINV#: 7711150 IVINVL: 1
IVUNI#: 2286388 IVPLNO: _________
IVORNO: 3230094 IVORLN: 10
IVIDAT: 20141201 IVDUED: 20141225
IVTYPP: 1 IVINYR: 2014
IVTRMS: Z80 IVTRSO: ORD
IVITEM: 02002657
IVTAX1: 5000 IVTAX2: _______________
IVTAX3: IVTAX4: _______________
IVTAX5: IVDIAM: _______________
IVDIPC: UZADBY: ANGELAC
UZADCE: 20 UZADYR: 14
UZADMO: 12 UZADDY: 1
UZADTI: 84423 UZUPBY: _______
UZUPCE: UZUPYR: __
UZUPMO: UZUPDY: __
UZUPTI: ______

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

Remove the sales tax, and press enter to update the file. You can reprint the invoice, and it will be correct.

But the journal entries created are still out of balance. To know how to fix them, you will have to see what was generated.

On an ASW command line, key in WRKQRY and press enter.

Work with Queries

Type choices, press Enter.

Option . . . . . . 1 1=Create, 2=Change, 3=Copy, 4=Delete
5=Display, 6=Print definition
8=Run in batch, 9=Run
Query . . . . . . . Name, F4 for list
Library . . . . . QTEMP Name, *LIBL, F4 for list

F3=Exit F4=Prompt F5=Refresh F12=Cancel

Key in option 1, and press enter.

Define the Query

Query . . . . . . : Option . . . . . : CREATE
Library . . . . : QTEMP CCSID . . . . . . : 65535

Type options, press Enter. Press F21 to select all.
1=Select

Opt Query Definition Option
1 Specify file selections
_ Define result fields
1 Select and sequence fields
1 Select records
_ Select sort fields
_ Select collating sequence
_ Specify report column formatting
_ Select report summary functions
_ Define report breaks
_ Select output type and output form
_ Specify processing options

F3=Exit F5=Report F12=Cancel
F13=Layout F18=Files F21=Select all

Select these three options, and press enter.

Specify File Selections

Type choices, press Enter. Press F9 to specify an additional
file selection.

File . . . . . . . . . sroovf Name, F4 for list
Library . . . . . . UP1480BFVA Name, *LIBL, F4 for list
Member . . . . . . . . *FIRST Name, *FIRST, F4 for list
Format . . . . . . . . *FIRST Name, *FIRST, F4 for list

F3=Exit F4=Prompt F5=Report F9=Add file
F12=Cancel F13=Layout F24=More keys

Key in file SROOVF and library UP1480BFVA, then press enter twice.

Select and Sequence Fields

Type sequence number (0-9999) for the names of up to 500 fields to
appear in the report, press Enter.

Seq Field Text Len Dec
1 OVDIM1 Account part 1 20
1 OVDOTY Document type 3
1 OVIDNO Document number 7 0
1 OVDODT Document date 8 0
1 OVLAMO Amount system currency 17 3
1 OVTEXT Description 30
OVGRIW Group id/work station 10
OVTYP1 Type 1 1
OVTYP2 Type 2 1
OVSTAT Status 1
OVDIM2 Account part 2 20
OVDIM3 Account part 3 20

More...
F3=Exit F5=Report F11=Display names only F12=Cancel
F13=Layout F20=Renumber F21=Select all F24=More keys

Select these six fields, and press enter twice.

Select Records

Type comparisons, press Enter. Specify OR to start each new group.
Tests: EQ, NE, LE, GE, LT, GT, RANGE, LIST, LIKE, IS, ISNOT...

AND/OR Field Test Value (Field, Number, 'Characters', or ...)
OVIDNO EQ 7711150________________________
____ _______________ _____ _______________________________
____ _______________ _____ _______________________________
____ _______________ _____ _______________________________
_____________________________________________________________________________
Field Text Len Dec
OVDIM1 Account part 1 20
OVDOTY Document type 3
OVIDNO Document number 7 0
OVDODT Document date 8 0
OVAMTR Amount transaction currency 17 3
More...
F3=Exit F5=Report F9=Insert F11=Display names only
F12=Cancel F13=Layout F20=Reorganize F24=More keys

Key in this ‘field’ and ‘test’, and the invoice number. Press F5 to see the report.

Display Report
Report width . . . . . : 98
Position to line . . . . . Shift to column . . . . . .
Line ....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+....8....+....9....+...
Account part 1 Docu Doc no Doc Am trans curr Description
type date
000001 122000 INV 7711150 20141201 5.000- Gross sales 840
000002 210700 INV 7711150 20141201 7.000- Gross sales 840
000003 900000 INV 7711150 20141201 100.000- Gross sales 840
000004 122500 INV 7711150 20141201 5.000- GST payable 960
000005 120000 INV 7711150 20141201 112.000 NANOOSE MEDICINE CT INV7711150
****** ******** End of report ********

The line for 'GST payable' is the one that should not have been generated. This example is for an invoice that accounting did; the PST and GST were done manually using fictitious items. They should not have been generated automatically.

*VA/480B* Invoice enquiry 2/10/15 11:35:07 DMR12106
-------------------------------------------------------------------------------
Invoice number...... 7711150 Date................ 12/01/14
-------------------------------------------------------------------------------
Invoice customer.... 11305 Customer............ 11305
Name.... NANOOSE MEDICINE CENTRE Del addr NANOOSE MEDICINE CENTRE
Order number........ 3230094 Order date.......... 12/01/14
-------------------------------------------------------------------------------
Line Wh Item/Unit Qty S.unit Del dat Price P.unt Amount
1 MAI 02002657 500 FLYERS (MC) - DEC/15
1 EA 12/01/14 100.00 EA 100.00
2 MAI 02081263 GST
1 EA 12/01/14 5.00 EA 5.00
3 MAI 02000065 PST
1 EA 12/01/14 7.00 EA 7.00

F6=View controls F7=Create invoice copy

Do a forced update of this journal (see the section ‘Manually Post Batch), which will bring it into balance by adding a 5.00 debit to account 730200 ‘Out of Balance’.

Then you will need to do a manual entry to correct this.

Debit 5.00 122500 GST - collected
Credit 5.00 730200 Out of Balance

===Debit / Credit Card Transactions===

Transactions through the debit / credit card machines in our shareholder stores come to us; we then apply them against the stores’ accounts receivable.

See ‘Bank EDI / Bank EDI Does Not Post / To Post Manually’ for an explanation of what happened.

The user will get the message –

Work with Messages
System: BART
Messages in: NANCYN

Type options below, then press Enter.
5=Display details and reply

Opt Message
From . . : NANCYN 04/14/15 10:25:44
No error was found in A/R payment journal 1844 (year 16), so update will
proceed
From . . : NANCYN 04/14/15 10:24:59
G/L transaction journal 1845 (year 16) is in error, no update will be
performed
From . . : NANCYN 04/14/15 10:24:57
Job 965499/NANCYN/AR_PAYMBAT completed normally on 04/14/15 at 10:24:07.
No error was found in G/L transaction journal 1843 (year 16), so update
will proceed
From . . : NANCYN 04/14/15 10:24:07
No error was found in A/R payment journal 1843 (year 16), so update will
More...
F1=Help F3=Exit F5=Refresh F12=Cancel F17=Top F18=Bottom
F21=Select assistance level F22=Display list details

To find out which voucher has the problem, go to System Management / Query Manager / Run a Query Request. Run FINJERROR.

Display Spooled File
File . . . . . : QPQUPRFIL Page/Line 1/24
Control . . . . . Columns 1 - 130
Find . . . . . .
*...+....1....+....2....+....3....+....4....+....5....+....6....+....7....+....8....+.
QUERY NAME . . . . . JOURNERR2
LIBRARY NAME . . . . XX2480BP
FILE LIBRARY MEMBER FORMAT
JETOTAL QTEMP JETOTAL JETOTAL
DATE . . . . . . . . 04/14/15
TIME . . . . . . . . 14:19:20
show out of balance document
04/14/15 14:19:20 PAGE 1
Docu Doc no Amount
type
GLC 7500250 2796.94-
* * * E N D O F R E P O R T * * *

F3=Exit F12=Cancel F19=Left F20=Right F24=More keys

Do the same query on SROOVF that is in the section ‘Out of Balance – Sales Tax’, except add a sort by description OVTEXT).
Display Report
Report width . . . . . : 98
Position to line . . . . . Shift to column . . . . . .
Line ....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+....8....+....9....+...
Account part 1 Docu Doc no Doc Am trans curr Description
type date
000001 100100 GLC 7500250 20150414 2,021.680 Account correction: AMX
000002 730200 GLC 7500250 20150410 -2,796.940 Account correction: AMX
000003 730200 GLC 7500250 20150414 -2,021.680 Account correction: AMX
000004 100400 GLC 7500250 20150410 56,141.720 Account correction: DBT
000005 100400 GLC 7500250 20150414 61,011.190 Account correction: DBT
000006 730200 GLC 7500250 20150410 -56,141.720 Account correction: DBT
000007 730200 GLC 7500250 20150414 -61,011.190 Account correction: DBT
000008 100400 GLC 7500250 20150410 34,967.920 Account correction: MC
000009 100400 GLC 7500250 20150414 90,784.410 Account correction: MC
000010 730200 GLC 7500250 20150410 -34,967.920 Account correction: MC
000011 730200 GLC 7500250 20150414 -90,784.410 Account correction: MC
000012 100400 GLC 7500250 20150410 76,631.900 Account correction: VIS
000013 100400 GLC 7500250 20150414 160,622.210 Account correction: VIS
000014 730200 GLC 7500250 20150410 -76,631.900 Account correction: VIS
000014 730200 GLC 7500250 20150414 -160,622.210 Account correction: VIS

You can see by the document dates that this includes two sets of bank EDI transactions; one on Apr 10, and the other on Apr 14. For each date, each card type has a pair of transactions; debit the bank (100100 or 100400), and credit the out of balance account (730200; in this case used for temporary postings). You can see that the second line does not have the corresponding debit to the bank.

Force the out of balance journal to post – not as FINADMIN – to put the out of balance amount to 730200. (See [[Finance#Manually Post Batch]] for instructions.) Then manually transfer from 730200 to the correct bank.

==Entry Generated Incorrectly==

G/L entries are automatically generated by sales, receiving, and transactions in the warehouse. To see how this is done, look at the section ‘Generated Journal Entries’.

*VA/480B* Journal maintenance - G/L postings 2/10/15 11:40:01 FSR11104
-------------------------------------------------------------------------------
Accounting year..... 16 Journal number...... 185
-------------------------------------------------------------------------------
Main Grou Subg Cost Pro
______ ____ ____ ____ ___

Accounting period... 1601 Translation period..
Voucher date........ 020615 Document date....... 020515
Voucher type........ 83 Document type....... GLB
Voucher number...... 8300004 Document number..... 8183924
Transaction amount.. 21.42
Quantity............ 1.000
Quantity code.......
Transaction currency CAD
System amount....... 21.42
VAT amount..........
VAT am trans curr...
Text................ Stk val fict.item 903
VAT handling code... USST
System identity..... G/L

Account for Main must be entered +

This is from PO 8183924; so find a line on it for 21.42.

*VA/480B* Purchase order enquiry 2/10/15 11:46:14 DMR11904
Order lines
-------------------------------------------------------------------------------
Supplier.... 24277 AURO PHARMA Order value.
Order type.. BE Price Variance - charge t Ord val CAD
Order number 8183924
-------------------------------------------------------------------------------
Line Whs Item/Unit Quantity Disp dat Price P.unt Discount Sts
10 RET 02396737 AURO-GABAPENTIN 300MG CAPSULES
EA 5.00 02/04/15 25.30 60
20 RET 02396711 AURO-CYCLOBENZAPRINE 10MG TABS
EA 2.00 02/04/15 37.27 60
40 RET 02362598 AURO-MIRTAZAPINE OD 15MG TABS
EA 5.00 02/04/15 2.93 60
50 RET 02362606 AURO-MIRTAZAPINE OD 30MG TABS
EA 5.00 02/04/15 7.44 60
60 RET 02362614 AURO-MIRTAZAPINE OD 45MG TABS
EA 20.00 02/04/15 8.78 60
70 RET 02001832 VENDOR DISCOUNT
EA 1- 02/04/15 21.42 60

F6=View Controls F7=Print F8=Addresses F9=Header

Transaction types 903 (stock value fictitious item) uses the account group to build the journal entry. Most of them have been left blank, so that the G/L numbers can be manually keyed into the journal. This is easier, as the user can decide exactly where they want the entry to go; instead of having to configure every possible entry in Transaction Types, and the user knowing all of them.

Normally, Nancy has to correct this. If she is unavailable, key account number 210100 into ‘Main’, and manually post the batch. Provide the details to Nancy, so she can adjust it when she can. Do not leave it until she is available, as it will delay the update of the G/L even more.

==Manually Post batch==

Very important – if you are posting a journal that is out of balance, do NOT sign in as FINADMIN! That is a special profile that will NOT create a balancing entry first – it will post the journal as out of balance, and will put the G/L out of balance. Only do this if you are trying to correct the G/L when it is already out of balance!

Look at the details of the journal that is in error. There should be no invalid transactions.

*VA/480B* Journal maintenance - A/P invoices 1/22/15 09:42:31 FSR12101
Invalid transactions
-------------------------------------------------------------------------------
Accounting year..... 15 Journal number...... 8953
-------------------------------------------------------------------------------
Dt Doc no Supplier no Name Amount

-------------------------------------------------------------------------------
F8=Valid transactions

Press F3.

*VA/480B* Journal maintenance 1/22/15 09:45:14 FSR11004
Update prompt
-------------------------------------------------------------------------------
Year/Journal number. 15 8953 A/P batch invoices
-------------------------------------------------------------------------------

Printer queue....... PRT01
Number of copies.... 1
Hold on spool file.. N

F12=Journal selection

Press enter to update. Go back to a command line, and key in DSPMSG and press enter. When the update has completed, you will see something like -

Work with Messages
System: BART
Messages for: SHEILAV

Type options below, then press Enter.
5=Display details and reply

Opt Message
Messages needing a reply
(No messages available)

Messages not needing a reply
_ Job 494208/SHEILAV/AP_INV_BAT completed normally on 01/22/15 at
09:46:28.
_ No error was found in G/L transaction journal 8953 (year 15), so update
will proceed
From . . : SHEILAV 01/22/15 09:46:28
_ No error was found in A/P invoice journal 8953 (year 15), so update will
proceed
From . . : SHEILAV 01/22/15 09:46:28
Bottom
F1=Help F3=Exit F5=Refresh F6=Display system operator messages
F12=Cancel F17=Top F18=Bottom F24=More keys

This shows that the post has completed properly. If you go back into ‘work with journals in error’ there will be nothing there.

=G/L Balances do Not Roll Over=

From the scheduler, job ENDOFMONTH (program EOM) runs at 3:15AM on the first of every month. It calls UNIPHARMIT / EOMASW, which does a period roll over for every company. This is the command which retrieves the parameters, and the command that runs the roll over program. (Note that PAID is ‘parameter ID’.)

RTVASWPAR PGM(ASGC032) PAID(MONTHROLL) USER(*ALL)

EXCASWPGM PGM(ASGC032) PARM(Y) DTA('N NNY *DEVTYPE N')

To see the parameters, find this record in file SROLPA -

Program User id Parameter Description LPUSR1
ID
ASGC032 *ALL MONTHROLL Roll all companies ACCFICIUI1I2I3PLUCVA

To see the effects of this, on a command line key in GO GLSET and press enter. Select option 2 – Work with G/L control file.

*CF/480B* G/L control file maintenance 3/20/15 09:03:48 GDMD0911
-------------------------------------------------------------------------------
Period name End date
Actual year/period.. 1602 FEBRUARY 022815
MARCH 033115
Last closed period.. 1513 APRIL 043015
First stored period. 0508 MAY 053115
JUNE 063015
JULY 073115
AUGUST 083115
SEPTEMBER 093015
OCTOBER 103115
NOVEMBER 113015
No of normal periods 12 DECEMBER 123115
Total no of periods. 13 JANUARY 013116
YEAR END 043016

‘Actual year / period’ is moved forward every time a period roll over is performed.

Although when you are in G/L Transaction Inquiry, it might look like the opening balances for the year have not been created, it may be that the Analyser summary levels are incorrect.

A quick way of testing this, is to use query to look at the opening balances in Analyser. (See [[Utilities#QUERY]] for detailed instructions.)

Read files ANOSTK (keys) and ANOBOB (opening balances) matched on KESUTA eq BOSUTA, and KEREFK eq BOREFK.

Define a result field of BODAOB + BOCAOB.

Select records where BOYEAR eq the current fiscal year, and KEMK01 EQ some G/L account, for example ‘100200’ (CIBC – Operating Line).

When you run this query, you should see something like –

Display Report
Report width . . . . . : 917
Position to line . . . . . Shift to column . . . . . .
Line ....+....1....+....2....+....3....+....4....+....5....+....6....+....7..
BAL Lvl Key
cod 01
000001 497.40- 008 100200
000002 497.40- 002 100200
000003 497.40- 013 100200
000004 497.40- 006 100200
000005 497.40- 003 100200
000006 497.40- 004 100200
000007 497.40- 007 100200
000008 497.40- 009 100200
000009 497.40- 001 100200
000010 497.40- 014 100200
000011 497.40- 005 100200
000012 63,951.4000 A11 100200
000013 63,951.4000 A12 100200
****** ******** End of report ********

F3=Exit F12=Cancel F19=Left F20=Right F24=More keys

G/L Transaction Inquiry shows the balance for this account at 201512 as being 63951.50, which means the amounts showing for A11 and A12 (system base levels) are correct , and all the summary levels are wrong. This means they have to be rebuilt. For instructions, see the section ASW Analyser / Rebuild Custom Summary Level.

If you run the same query after the rebuilds, all the amounts should all be the same.

Display Report
Report width . . . . . : 917
Position to line . . . . . Shift to column . . . . . .
Line ....+....1....+....2....+....3....+....4....+....5....+....6....+....7..
BAL Lvl Key
cod 01
000001 63,951.4000 008 100200
000002 63,951.4000 002 100200
000003 63,951.4000 013 100200
000004 63,951.4000 006 100200
000005 63,951.4000 003 100200
000006 63,951.4000 004 100200
000007 63,951.4000 007 100200
000008 63,951.4000 009 100200
000009 63,951.4000 001 100200
000010 63,951.4000 014 100200
000011 63,951.4000 005 100200
000012 63,951.4000 A11 100200
000013 63,951.4000 A12 100200
****** ******** End of report ********

F3=Exit F12=Cancel F19=Left F20=Right F21=Split F22=Width 80

=Cash Book not In Balance=

It can be out of balance in two ways; the ‘open’ amount not equal to the total of the open transactions, or the ‘balance’ not equal to the bank balance in the G/L.

==Open Amount not In Balance==

*VA/480B* Work with Cash Book reconciliation 8/13/08 15:58:08 FSR46001
Open transactions
------------------------------------------------------------------------------
Bank: 002 CIBC - Chequing Account (US) Open...... 10429.60-
Reconciled 106436.62
Balance... 96007.02
-------------------------------------------------------------------------------
2=Change 5=Display 6=Related documents 7=Connected entries
8=Reconcile 9=Unreconcile 10=G/L transactions

Bank Dt Doc date Rscd Transaction ref. Open amount Curr B
002 CHQ 07/28/08 AP 235 969.60- USD
002 CHQ 07/30/08 AP 236 3500.00- USD
002 CHQ 08/06/08 AP 237 5960.00- USD

Bottom
Bank Dt Doc date Rscd Transaction ref. Open amount Open
002 Y
F1=Info F8=Move cursor

In this case, the total of the open transactions does agree with the open amount in the header.

On a command line in ASW, key in GO CBACC and press enter. Select the option ‘Rebuild Cash Book Bank balances from transactions’.

==Cash Book Not Equal to G/L==

Use a query to find each period's total from the cash book transaction file, and compare each to the G/L.

- File name is SROCBA

- Select CABKCO as the bank number, and CACTTP as ‘ 1’ or ‘ 4’ (note those leading spaces)

- Sort on CAPERI accounting period

- Accumulate total of CASCTR bank amount in system currency

- Break on change in CAPERI accounting period

In ASW, go into G/L Transaction Enquiry.

- For the bank account, key each period into both the from and to period, and press enter to display those transactions

- Press F10 to display the total of the selected transactions.

- Compare each period to the query report.

- For the opening balance, select a period range from blank to one before the first period listed in the query report.

- Nancy can adjust the opening balance of the cash book (so far, that is what has always been incorrect).

=Cannot Close Cash Book Batch=

On a command line in ASW, key in GO CASHBOOK and press enter. Select option ‘Work with Cash Book reconciliation’. Key in bank number, and page down until you get to the transaction.

*VA/480B* Work with Cash Book reconciliation 4/07/15 12:18:25 FSR46001
Open transactions
-------------------------------------------------------------------------------
Bank: 001 CIBC - Chequing Account (Cdn) Open...... 1969626.82-
Reconciled 116652750.67
Balance... 114683123.85
-------------------------------------------------------------------------------
2=Change 5=Display 6=Related documents 7=Connected entries
8=Reconcile 9=Unreconcile 10=G/L transactions

Bank Dt Doc date Rscd Transaction ref. Open amount Curr B
__ 001 CHQ 04/07/15 AP 70561 784.44- CAD
__ 001 CHQ 04/07/15 AP 70562 18900.79- CAD
__ 001 CHQ 04/07/15 AP 70563 1856.29- CAD
__ 001 EFT 03/02/15 AR05 201601P2 00000 425716.44- CAD *
__ 001 EFT 04/02/15 AP 8318745 01587 7396.53- CAD
__ 001 EFT 04/02/15 AP 8318746 01587 3158.45- CAD
__ 001 EFT 04/02/15 AP 8318747 01587 1194.96- CAD
__ 001 EFT 04/02/15 AP 8318748 01587 1101.74- CAD
More...
Bank Dt Doc date Rscd Transaction ref. Open amount Open
001 ___ ______ ____ _________________________________ ____________ Y
F1=Info F8=Move cursor

The asterisk on the right means that the batch is open – the program determines this because the voucher fields on this transaction are blank. In this case, there is another problem. This transaction was created by ARREFT60, which reads the EFT work file created from A/R statements, totals it, and gets the journal and voucher information from the A/R transaction file.

In this case, that information was not available in SRODTA while ARREFT60 was running. (I don’t know why). So get it from there now. In A/R transaction inquiry, lookup the document type and document date of the cash book transaction.

*VA/480B* A/R transactions and balance enquiry 4/07/15 13:54:59 FKR01610
-------------------------------------------------------------------------------
Sequence A/D
Debtor number....... __ _
_
Document type....... __ _
Document number..... __ _
Document date....... 1 D
Due date............ __ _
Transaction currency __ _
Selection
Debtor number....... ___________

Document type....... 1 EFT ___ ___ ___ ___ ___
Document number..... _ _______ _______ _______ _______ _______ _______
Document date....... 1 030215 ______ ______ ______ ______ ______
Due date............ _ ______ ______ ______ ______ ______ ______
A/R group........... _ __ __ __ __ __ __
Transaction currency _ ____ ____ ____ ____ ____ ____
Transaction amount.. _________________ - _________________
Settled items....... Y Open items.......... Y
F2=Print F6=Customer F7=Balances F8=Agreements F9=Statistics F10=Template

Look at the detail of any of the transactions shown.

*VA/480B* A/R transactions and balance enquiry 4/07/15 14:01:48 FKR01607
-------------------------------------------------------------------------------
Debtor number....... 10136 CATES MEDICINE CTR Cred limit 300000
-------------------------------------------------------------------------------
Document type....... EFT Voucher type........ 27
Document number..... 8317261 Voucher number...... 2700012
Document date....... 03/02/15 Voucher date........ 03/02/15
Due date............ 03/02/15 Period.............. 1602
Year/Journal number. 16 / 743 Batch number........
Text................ Statement Period 201601P2
Transaction currency CAD Primary currency.... CAD
Original amount..... 15695.06 Original amount..... 15695.06
Remaining amount.... Remaining amount....

Exchange rate....... 1.0000000 Exch rate period.... M 1503

A/R group........... 1
Interest stop code.. Payment stop code...
Reminder stop code.. Payment mode........
User................ NANCYN Last maint date.....
F2=G/L transactions info F6=Customer F7=Balances F8=Agreements
F9=Statistics F10=Text

Use DFU on file SR6CBA to add journal number, voucher type, voucher number, and voucher type to the cash book transaction.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : CBA File . . . . : SR6CBA

Bank company: 001
Transaction reference: 201601P2
Ref no: 23763324
Cash Book Data type: 1
Stat: Y
NCR acc ref: 3
Syst id: 2
Statement number:
Batch no:
Journal no: 743
Acc per: 201602
Doc date: 20150302
Docu type: EFT
Doc no: 8317280
Value date: 20150302
Vt: 27
Vou no: 2700012

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

Press enter to see the rest of the record.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : CBA File . . . . : SR6CBA

Vou dte: 20150302
Transaction text: EFT from A/R Statements
Bank Currency: CAD
Bank Amount: 425716440-
Bank Amount Sys curr: 425716440-
Bank Open amount: 425716440-
Bank Open amount sys curr: 425716440-
Exch rate per: 3
Exch rate lvl: M
Exch rate time: 201503
Exch rate trans: 10000000
Cash Book Reason Code: AR05
Crt dte: 20150302
Time: 104751
User id: NANCYN

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

=Change Document Date=

Depending on the type of transaction, use DFU on –

SR6CBA – Cash Book
SR14DTA – Accounts Receivable
SR14LTA – Accounts Payable

=Rounding Error in Goods Receiving File=

A small amount, due to rounding, can be left in SROGRT but the complete quantity has already been matched. The only I know of to fix this, is to clear it with DFU (use file SR15GRT).

=Unmatched Purchase Orders Not in Balance=

Unmatched purchase orders are in SROGRT, with a remaining amount. As part of month end, a query report is generated of this file, with sub totals by purchase order type. These sub totals can be compared to the corresponding G/L accounts to make sure they are in balance.

G/L account Purchase order type2
210050 MO Manual Order
210300 RT Return to Vendor
210500 CS Car Stock
210625 BE Price Variance – charge to H/O
210625 PV Price Variance – charge to Rep
210625 QV Quantity Variance
210675 PC Prairie Supply Co-op Credit (no longer used)
210675 PS Prairie Supply Co-op (no longer used)
220000 PE EDI Purchase Order
220000 PO Regular Purchase Order
220000 RO Rush Order
220000 XF Reference Purchase Order
220050 RE Receiving Error

If they are not in balance, the problem could be a timing issue. Receiving or invoicing can be done after the period end – which is after the report has been printed.

(Note that these examples are for regular PO types, that post to 220000.)

To check for this, run a query on file SROLOGGL, looking for any transactions for the previous period (or earlier), that were entered after the unmatched PO query report was run. Note that two checks have to be done. One for the day following, after 6:29AM – which is after the end of day processing has completed; and the other for any time after.

LGDIM1 EQ '220000'
AND LGYYPP LE 201312
AND LGCDAT GT 20130201
OR LGDIM1 EQ '220000'
AND LGYYPP LE 201312
AND LGCDAT EQ 20130201
AND LGCRTI GT 062900

This example looks for any transactions for the period just ended, that were entered after the report was printed.

Total LGSAMO, and compare to the difference.

Also look the other way; transactions done before the period end, but posted to a later period.

If it does not match, more digging has to be done. Run these queries (from library XX2480BP) to build a file of all purchase orders for which the total posted to the G/L does not agree with the remaining amount on SROGRT.

SROGRT is a balance file; not a transaction file, so you must restore it from the period end tape.

UNMATB02 – Extract purchase order transactions by document number.

Change this to include G/L transaction up the closing period.

UNMATB03 – Extract purchase order transactions by the PO number in the text

Change this to include G/L transaction up the closing period. The PO in the text can be different than the transaction number, if PO’s are matched against each other.

UNMATB04 – Summarized extracted G/L transactions by PO and G/L number

UNMATB05 – Build work file to use in join

UNMATB06A to UNMATM06F – Build separate file for each G/L number

UNMATB07 – Merge all these separate file together into one file, with separate columns for each G/L number

UNMATB08 – Summarized received and remaining amounts on SROGRT (goods receiving) by PO

Change this to read the version of SROGRT you have restored.

UNMATB09 – Build a version of the PO header file with a character PO number field

This is needed because that is what the PO number extracted from the G/L text field is.

UNMATB10 – Consolidate all files

Run RPG program XX2480BP/UNMATPO to add to this file, any PO numbers that have been matched together.

Download SHEILA2/ POCONS2 to Excel. The total difference between the G/L (SROLOGGL) and the unmatched PO (SROGRT) should match the amount you are looking for.

* taking into account that you will have to manually remove transactions done after the unmatched PO report was generated.

Note – Since we went live, there have been about 1304 unmatched PO’s.

182 Received before go live; invoiced after

1068 Debit Notes that no longer go into 220000. They are out
of balance by the fictitious item used to charge tax.

495 RT
436 QV
105 PV
32 BE

1073 records for a total of -30324.33

22 Adjustments

Which leaves only about 32 PO’s that didn’t balance. Five times the receiving transactions went into the G/L twice. Six times invoicing did both a debit and a credit to 220000. Seven times there was a fictitious item on the PO (some should have been type MO). For the rest, the invoice amount didn’t agree with the amount received. The last time that happened was November 2006, so perhaps processes have been changed?

Once there is a known point at which this is in balance, you only have to investigate things after that date. ** When you have the unmatched purchase orders in balance, update the last in balance date, so that you will have fewer PO’s to manually balance next year. **

In balance at 2013Feb01.

Balanced at 2013Dec31, but corrections for system outage on Dec 16 were put into 201412, as 201411 was closed. See unmatched PO 201411.xlsx for details

=Problem with EFT Batch=

Accounts Payable - RPG program EFRUP011 reads records from ASW payment proposal files and creates CIBC EFT interface transactions.

Accounts Receivable – RPG program ARREFT40 is called from ‘View Statement Control Periods’ to read records created by the statement run and create CIBC EFT interface transactions.

These transactions are sent to CIBC via their Business Banking web site.

1 01000 01000332370152291386 0010009001016512 uniPHARM CAD
5 7001386 08/17015237
6C 0002120700037311 000147216812293/1607P1 BALANCED HEALTH INTEGR
6C 00048024008600426726 000081617610164/1607P1 CLINIC DRUG STORE
6C 00049352009700646887 000060041710292/1607P1 FRONT STREET PHARMACY
6C 0003023201050798 000025661411286/1607P1 GLOVER'S MEDICINE CENT
6C 0004918605209049 000024437312305/1607P1 LONGEVITY COMPOUNDING
6C 0001098901036867 000016364010699/1607P1 PEOPLES DRUG MART #175
6C 001610690201834001 000000514411706/1607P1 PHARMASAVE #027
6C 0002920800006211 000077974312169/1607P1 PRESCRIPTION HEALTH ST
6C 0010029208821216 000267932611044/1607P1 SUNNYSIDE EVERGREEN PH
6C 0003028801056639 000099383111306/1607P1 SURLANG MEDICINE CENTR
6C 0001098901027581 000035411310684/1607P1 TOFINO PHARMACY
6C 0001321701006913 000195974411105/1607P1 VICTORIA COMPOUNDING P
6C 0001083801029021 000080552711112/1607P1 VITA VIE PHARMACY
6C 0010005209602011 000292013711124/1607P1 WEST END MEDICINE CENT
6C 0002913890015113 000277018711566/1607P1 WESTWINDS PHARMACY LTD
77000000150000000000 000016821140
9000001000015

Batch number (1386 in first and second record) – This sequential number ensures that no batches are missing, or posted twice.

Date (08/17, 015237 in second record) – Format is month / day, then Julian.

Transaction Amount (first 10 digits in second block of numbers), D/C for debit or credit (second character of detail record) - The amount on the trailer must be equal to the total of the transactions.

If Nancy realises, after the file has been sent, that is something wrong, she can delete it from the bank, edit it on her PC, and resend it. But she must increment the sequential number in the file, then I.T. must also increment the control file. To do that, go to Unity / Start uniPharm Extensions / VA Company / Work with UWD IT Tools / FTP Connections.

To change the number for A/P, select ‘A/P FTP Configuration’. Press page down to see the record.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : EFCONFR File . . . . : EFCONFP

*RECNBR: 1 Next Create No: 2173
CIBC Originator #: 0100043801 EFT Tx Type: 460
Originator Short Name: uniPHARM
Originator Long Name: uniPHARM Wholesale Drugs Ltd.
Sett Inst ID: 010 Sett Branch Transit: 16512
Settlement Account: 0090010
CIBC EFT Data Folder: EFT
OMS footer line 1: Please be advised that with the electronic funds transfe
r (EFT) run
OMS footer line 2: above, the following invoices/credit notes will be settl
ed. Please
OMS footer line 3: direct any questions or concerns to Nancy Ng at 604.276.
5202 or
OMS footer line 4: nancyn@unipharm.com.

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

Change the ‘Next Create No.’ to the next available sequential number. Press enter to update, then F3 and enter to exit.

To change the number for A/R, select either ‘Statement CAD EDI Config’ or ‘Statement USD EDI Config’. Press page down to see the record.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : EFARCONFR File . . . . : EFARCONFP

*RECNBR: 1
Next Create No: 1388
CIBC DR Originator #: 0100023576
CIBC CR Originator #: 0100033237
EFT Tx Type: 700
Originator Short Name: uniPHARM
Originator Long Name: uniPHARM Wholesale Drugs Ltd.
Sett Inst ID: 010
Sett Branch Transit: 16512
Settlement Account: 0090010
CIBC EFT Data Folder: EFT

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

Change the ‘Next Create No.’ to the next available sequential number. Press enter to update, then F3 and enter to exit.

=Cannot Add to Standing Order=

Program FMR205 allows user to add, change, and delete records in a standing order. Every time a record is added, it is given the next sequential record number; the numbers from deleted records are not reused. This field (in file SRODTGI) is only 3 digits, so once 999 records have been added, records start being overwritten. The only option is to stop using this group, and create another one.

=FIN03KFMG Does not Balance to FIN03=

Use Query to look at records in ANOSTK that have

KESUTA = A11
KEMK01 = 730200

Look at field KEMK14. It should be MISC for all records. If it is not, it must be changed.

When an out of balance journal is forced to update, it creates a balancing record into the out of balance account, or 730200. When this transaction is added to ANOBAL, for some reason it does not set the proper keys.

Account number 730200 is set up in the chart of accounts to have a second summary identity of MISC, so why is it updated to a summary ID of blank?

Use DFU or EZVIEW on file AN1STK to make the key fields (11 to 14) the same as the other records that match this account number (parts 1 to 6).

==Rebuild the ‘KPMG statement section’==

Only ASW administrators can do this, so sign on as FINADMIN.

On a command line in ASW, key in GO GLPER and press enter. Select the option ‘Rebuild summary identities’.

*VA/480B* G/L summary identity rebuild 5/26/15 18:25:09 FMR22201
-------------------------------------------------------------------------------
Summary identity Changed Summary identity Changed
Statement Section... N
Cost Center Group 1. N
Cost Center Group 2. N
KPMG stmt section... N

NO SUMMARY IDENTITY HAVE BEEN CHANGED

THIS JOB WILL BE CANCELLED

If this process will not run, because no changes have been made, you can force it by setting the changed flag to ‘Y’ in G/L Control File Maintenance.

Key in GO GLSET and press enter. Select the option ‘Work with G/L control file’.

Press Enter until this screen shows.

*VA/480B* G/L control file maintenance 5/26/15 18:27:42 GDMD0922
-------------------------------------------------------------------------------
Related to
account part Changed
Summary id part 1... Statement Section 1 N
Summary id part 2... Cost Center Group 1 4 N
Summary id part 3... Cost Center Group 2 4 N
Summary id part 4... KPMG stmt section 1 N

F7=Translate

Change the column ‘Changed’ to Y for the section you want to rebuild (in this case ‘KPMG stmt section’), then go back to ‘Rebuild Summary Identities’.

Check results by running the report. Go to ASW / business reporting / work with reports. Print (option 6) FIN03-KPMG for the appropriate year and period .

Information Systems:Finance

2015-10-19T16:46:22Z

172.30.19.104: /* Entry Generated Incorrectly */

Information Systems:Finance

2015-10-19T16:46:06Z

172.30.19.104: /* Debit / Credit Card Transactions */

=Cannot Close Period=

Check SROBTR and SROOVF. If an update does not complete properly, sometimes orphaned transactions are left behind.

For example, we have a custom system to receive transactions from the bank and post them to the store’s accounts receivable (see Bank EDI). Sometimes this leaves transactions in SROOVF. We can’t do anything but manually delete them, and do a journal entry.

* I can see only one place where this could be happening, but I haven’t figured out why. BERUP075 (BED -- Post A/R payment G/L corrections to ASW) calls GCFC851 (Interface accounting transfer), which calls GCFR851 (Interface accounting transaction transfer). If field &GRIW is returned as blank, FMC050 (G/L update transactions and balances) is not run.

* Nancy seems to have found the problem and a solution. We have changed the job queue QBATCH to run two jobs at a time. If Nancy waits until one card type (Visa, Master Card, etc) completes before starting the next, the problem doesn’t seem to happen.

=A/R Reconciliation not in Balance=

The first thing to find out is when it went out of balance. We have a copy of the A/R Reconciliation for every period end. To see them, on a command line key in WRKOUTQ FINANCE/FIN* and press enter. Page down through the older periods, until you get to the more recent ones.

Work with All Output Queues

Type options, press Enter.
2=Change 3=Hold 4=Delete 5=Work with 6=Release 8=Description
9=Work with Writers 14=Clear

Opt Queue Library Files Writer Status
__ FIN201505 FINANCE 11 RLS
__ FIN201506 FINANCE 11 RLS
__ FIN201507 FINANCE 11 RLS
__ FIN201508 FINANCE 11 RLS
__ FIN201509 FINANCE 11 RLS
__ FIN201510 FINANCE 11 RLS
__ FIN201511 FINANCE 11 RLS
5 FIN201512 FINANCE 11 RLS
__ FIN201601 FINANCE 11 RLS
__ FIN201602 FINANCE 11 RLS

Command
===>
F3=Exit F4=Prompt F5=Refresh F12=Cancel F24=More keys

Use option 5 to see the spool files.

Work with Output Queue

Queue: FIN201512 Library: FINANCE Status: RLS

Type options, press Enter.
1=Send 2=Change 3=Hold 4=Delete 5=Display 6=Release 7=Messages
8=Attributes 9=Work with printing status

Opt File User User Data Sts Pages Copies Form Type Pty
_ GCFP231 FINADMIN RDY 92 1 *STD 5
_ GCFP233 FINADMIN RDY 185 1 *STD 5
_ GCFP235 FINADMIN RDY 199 1 *STD 5
5 FSR297P FINADMIN RDY 2 1 *STD 5
_ FSR297P FINADMIN RDY 2 1 *STD 5
_ FKR041P FINADMIN RDY 2 1 *STD 5
_ QPQUPRFIL FINADMIN RDY 81 1 *STD 5
_ QPQUPRFIL FINADMIN RDY 10 1 *STD 5
_ DMR606P FINADMIN RDY 911 1 *STD 5
More...
Parameters for options 1, 2, 3 or command
===>
F3=Exit F11=View 2 F12=Cancel F20=Writers F22=Printers
F24=More keys

The first ‘FSR297P’ is the A/R reconciliation (the second is A/P). Use option 5 to display it. Do this on several periods until you find the first one that has a difference. In this case, it is 201501.

*VA/480B* A/R RECONCILIATION LIST
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
A/R AMOUNT A/R AMOUNT G/L AMOUNT G/L AMOUNT G/L AMOUNT DIFFERENCE
Main Grou Subg Temp intrupt(a) Balance amt (b) Temp intrupt(c) Balance amt (d) Journal Maint(e) Diff (a+b)-(c+d+e))
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
120000 4,452,168.26 4,452,160.94 7.32
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
Grand total 4,452,168.26 4,452,160.94 7.32

Follow the instructions in ‘ASW Analyser / Rebuild / Rebuild System Base Levels’. This should be done on a Saturday, as it is not a good idea to rebuild Analyser while transactions are trying to update it.

=Cannot Use A/P Payment Proposal=

If you get a message saying that a previous step is still processing, and you know that it isn’t (make sure it isn’t in the job queue waiting for its turn to run, or in error while running) –

Using instructions in add link to DFU Technical / DFU – Data File Utility, edit file SROCTLSO (A/P Payment proposals control) in library UP1480BFVA, to clear the WSID field. There will probably only be one record in the file.

=Journal in Error=

Sometimes a journal does not automatically post to the G/L. It could be because something is wrong with an individual entry, or because something in it does not balance (to zero). You can tell which, by going into ‘work with journals in error’, and looking at the journal.

*VA/480B* Journal maintenance 1/22/15 09:22:36 FSR11001
Select journal
-------------------------------------------------------------------------------
Year Journal Transaction type User Date
5 15 8953 A/P batch invoices EDIUSER 1/21/15

------------------------------------------------------------------------------
Year Journal User
__ _____ __________

Select the journal to see the transactions.

*VA/480B* Journal maintenance - A/P invoices 1/22/15 09:23:57 FSR12101
Invalid transactions
-------------------------------------------------------------------------------
Accounting year..... 15 Journal number...... 8953
-------------------------------------------------------------------------------
Dt Doc no Supplier no Name Amount
5 EIN 66442 21948 MERCK CANADA INC. *

-------------------------------------------------------------------------------
F8=Valid transactions

If there are no ‘invalid transactions’, the journal is out of balance (see the section ‘Out of Balance’ to correct this). If there is, select one to see, and correct, the details.

*VA/480B* Journal maintenance - A/P invoices 1/22/15 09:25:49 FSR12104
-------------------------------------------------------------------------------
Accounting year..... 15 Journal number...... 8953
-------------------------------------------------------------------------------
Supplier number..... 21948 Supplier invoice no. 7178018779
Document type....... EIN Voucher type........ 33
Document number..... 66442 Voucher number...... 3302554
Document date....... 012115 Voucher date........ 012115
Due date............ Accounting period... 1512
Transaction amount.. 4869.97 Transaction currency CAD
System amount....... _______________
Primary amount...... Primary currency.... CAD
VAT amount.......... 14.470- Turnover amount..... ____________
Exchange rate period M
Exchange rate level. M Cost centre......... _______
Exchange rate time.. 001501 Import code......... 1
Terms of payment.... Supplier bank....... ___
Bank reference no... _______________________________
Text................ __________________________
Supplier inv date... 012115 Reception date...... 012215
Attestor............ NO ATTESTO Approved for payment N
Payment mode........ Payment stop code... __

VAT must have same sign as transaction if entered

This is a problem with the EDI data received (document type EIN is an EDI invoice). The correction is to take the minus sign off of the VAT (European terminology for tax). Then go to the section ‘Manually Post Batch’)’

==Out of Balance==

If there are no invalid transactions, press F3 to see the totals.

*VA/480B* Journal maintenance - G/L postings 8/20/15 08:39:53 FSR11105
-------------------------------------------------------------------------------
Accounting year..... 16 Journal number...... 5166
Journal date........ 8/19/15
-------------------------------------------------------------------------------
Per Vt Vou no Debit Credit Difference
1607 80 8000167 1644464.71 1644469.71 5.00-
-------------------------------------------------------------------------------
Forced update....... N

So far, we have had two different reasons for a journal to be out of balance; when the tax status has been changed, or when processing credit card transactions has failed.

===Sales Tax===

Base ASW (at least the version modified for the US) has different levels of tax (state, county, etc) but they all add to one bucket – both when they print on the invoice, and add to the G/L. We need to keep provincial and federal taxes separate. We have modified DMR343 (invoice generation) to recalculate the individual sales taxes. Very occasionally, when it does this, it does not agree with total tax amount previously calculated by ASW. Which means the detail taxes that print on the bottom of the invoice, and the journal entries created, do not add up to the invoice total. This happens so rarely, and the program is so complex, that I have been fixing the symptoms rather than fixing the source of the problem.

To find out which invoice has the problem, go to System Management / Query Manager / Run a Query Request. Run FINJERROR.

Display Spooled File
File . . . . . : QPQUPRFIL Page/Line 1/24
Control . . . . . Columns 1 - 130
Find . . . . . .
*...+....1....+....2....+....3....+....4....+....5....+....6....+....7....+....8....+.
QUERY NAME . . . . . JOURNERR2
LIBRARY NAME . . . . XX2480BP
FILE LIBRARY MEMBER FORMAT
JETOTAL QTEMP JETOTAL JETOTAL
DATE . . . . . . . . 12/02/14
TIME . . . . . . . . 12:56:40

show out of balance document 12/02/14 12:56:40 PAGE 1

Docu Doc no Amount
type
INV 7711150 5.00-
F3=Exit F12=Cancel F19=Left F20=Right F24=More keys

You can reprint this invoice to see what it’s done. Typically, the modifications have calculated a tax when base ASW didn’t. To fix it, use [[Utilities#DFU - Data File Utility|DFU]] on file UZIVLIL3 in library UP1480BFVA.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : UZIVLIR File . . . . : UZIVLIL3

IVINV#: 7711150 IVINVL: _____

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

Key in the invoice number, and press enter. Press page down until you see the incorrect tax amount.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : UZIVLIR File . . . . : UZIVLIL3

IVINV#: 7711150 IVINVL: 1
IVUNI#: 2286388 IVPLNO: _________
IVORNO: 3230094 IVORLN: 10
IVIDAT: 20141201 IVDUED: 20141225
IVTYPP: 1 IVINYR: 2014
IVTRMS: Z80 IVTRSO: ORD
IVITEM: 02002657
IVTAX1: 5000 IVTAX2: _______________
IVTAX3: IVTAX4: _______________
IVTAX5: IVDIAM: _______________
IVDIPC: UZADBY: ANGELAC
UZADCE: 20 UZADYR: 14
UZADMO: 12 UZADDY: 1
UZADTI: 84423 UZUPBY: _______
UZUPCE: UZUPYR: __
UZUPMO: UZUPDY: __
UZUPTI: ______

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

Remove the sales tax, and press enter to update the file. You can reprint the invoice, and it will be correct.

But the journal entries created are still out of balance. To know how to fix them, you will have to see what was generated.

On an ASW command line, key in WRKQRY and press enter.

Work with Queries

Type choices, press Enter.

Option . . . . . . 1 1=Create, 2=Change, 3=Copy, 4=Delete
5=Display, 6=Print definition
8=Run in batch, 9=Run
Query . . . . . . . Name, F4 for list
Library . . . . . QTEMP Name, *LIBL, F4 for list

F3=Exit F4=Prompt F5=Refresh F12=Cancel

Key in option 1, and press enter.

Define the Query

Query . . . . . . : Option . . . . . : CREATE
Library . . . . : QTEMP CCSID . . . . . . : 65535

Type options, press Enter. Press F21 to select all.
1=Select

Opt Query Definition Option
1 Specify file selections
_ Define result fields
1 Select and sequence fields
1 Select records
_ Select sort fields
_ Select collating sequence
_ Specify report column formatting
_ Select report summary functions
_ Define report breaks
_ Select output type and output form
_ Specify processing options

F3=Exit F5=Report F12=Cancel
F13=Layout F18=Files F21=Select all

Select these three options, and press enter.

Specify File Selections

Type choices, press Enter. Press F9 to specify an additional
file selection.

File . . . . . . . . . sroovf Name, F4 for list
Library . . . . . . UP1480BFVA Name, *LIBL, F4 for list
Member . . . . . . . . *FIRST Name, *FIRST, F4 for list
Format . . . . . . . . *FIRST Name, *FIRST, F4 for list

F3=Exit F4=Prompt F5=Report F9=Add file
F12=Cancel F13=Layout F24=More keys

Key in file SROOVF and library UP1480BFVA, then press enter twice.

Select and Sequence Fields

Type sequence number (0-9999) for the names of up to 500 fields to
appear in the report, press Enter.

Seq Field Text Len Dec
1 OVDIM1 Account part 1 20
1 OVDOTY Document type 3
1 OVIDNO Document number 7 0
1 OVDODT Document date 8 0
1 OVLAMO Amount system currency 17 3
1 OVTEXT Description 30
OVGRIW Group id/work station 10
OVTYP1 Type 1 1
OVTYP2 Type 2 1
OVSTAT Status 1
OVDIM2 Account part 2 20
OVDIM3 Account part 3 20

More...
F3=Exit F5=Report F11=Display names only F12=Cancel
F13=Layout F20=Renumber F21=Select all F24=More keys

Select these six fields, and press enter twice.

Select Records

Type comparisons, press Enter. Specify OR to start each new group.
Tests: EQ, NE, LE, GE, LT, GT, RANGE, LIST, LIKE, IS, ISNOT...

AND/OR Field Test Value (Field, Number, 'Characters', or ...)
OVIDNO EQ 7711150________________________
____ _______________ _____ _______________________________
____ _______________ _____ _______________________________
____ _______________ _____ _______________________________
_____________________________________________________________________________
Field Text Len Dec
OVDIM1 Account part 1 20
OVDOTY Document type 3
OVIDNO Document number 7 0
OVDODT Document date 8 0
OVAMTR Amount transaction currency 17 3
More...
F3=Exit F5=Report F9=Insert F11=Display names only
F12=Cancel F13=Layout F20=Reorganize F24=More keys

Key in this ‘field’ and ‘test’, and the invoice number. Press F5 to see the report.

Display Report
Report width . . . . . : 98
Position to line . . . . . Shift to column . . . . . .
Line ....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+....8....+....9....+...
Account part 1 Docu Doc no Doc Am trans curr Description
type date
000001 122000 INV 7711150 20141201 5.000- Gross sales 840
000002 210700 INV 7711150 20141201 7.000- Gross sales 840
000003 900000 INV 7711150 20141201 100.000- Gross sales 840
000004 122500 INV 7711150 20141201 5.000- GST payable 960
000005 120000 INV 7711150 20141201 112.000 NANOOSE MEDICINE CT INV7711150
****** ******** End of report ********

The line for 'GST payable' is the one that should not have been generated. This example is for an invoice that accounting did; the PST and GST were done manually using fictitious items. They should not have been generated automatically.

*VA/480B* Invoice enquiry 2/10/15 11:35:07 DMR12106
-------------------------------------------------------------------------------
Invoice number...... 7711150 Date................ 12/01/14
-------------------------------------------------------------------------------
Invoice customer.... 11305 Customer............ 11305
Name.... NANOOSE MEDICINE CENTRE Del addr NANOOSE MEDICINE CENTRE
Order number........ 3230094 Order date.......... 12/01/14
-------------------------------------------------------------------------------
Line Wh Item/Unit Qty S.unit Del dat Price P.unt Amount
1 MAI 02002657 500 FLYERS (MC) - DEC/15
1 EA 12/01/14 100.00 EA 100.00
2 MAI 02081263 GST
1 EA 12/01/14 5.00 EA 5.00
3 MAI 02000065 PST
1 EA 12/01/14 7.00 EA 7.00

F6=View controls F7=Create invoice copy

Do a forced update of this journal (see the section ‘Manually Post Batch), which will bring it into balance by adding a 5.00 debit to account 730200 ‘Out of Balance’.

Then you will need to do a manual entry to correct this.

Debit 5.00 122500 GST - collected
Credit 5.00 730200 Out of Balance

===Debit / Credit Card Transactions===

Transactions through the debit / credit card machines in our shareholder stores come to us; we then apply them against the stores’ accounts receivable.

See ‘Bank EDI / Bank EDI Does Not Post / To Post Manually’ for an explanation of what happened.

The user will get the message –

Work with Messages
System: BART
Messages in: NANCYN

Type options below, then press Enter.
5=Display details and reply

Opt Message
From . . : NANCYN 04/14/15 10:25:44
No error was found in A/R payment journal 1844 (year 16), so update will
proceed
From . . : NANCYN 04/14/15 10:24:59
G/L transaction journal 1845 (year 16) is in error, no update will be
performed
From . . : NANCYN 04/14/15 10:24:57
Job 965499/NANCYN/AR_PAYMBAT completed normally on 04/14/15 at 10:24:07.
No error was found in G/L transaction journal 1843 (year 16), so update
will proceed
From . . : NANCYN 04/14/15 10:24:07
No error was found in A/R payment journal 1843 (year 16), so update will
More...
F1=Help F3=Exit F5=Refresh F12=Cancel F17=Top F18=Bottom
F21=Select assistance level F22=Display list details

To find out which voucher has the problem, go to System Management / Query Manager / Run a Query Request. Run FINJERROR.

Display Spooled File
File . . . . . : QPQUPRFIL Page/Line 1/24
Control . . . . . Columns 1 - 130
Find . . . . . .
*...+....1....+....2....+....3....+....4....+....5....+....6....+....7....+....8....+.
QUERY NAME . . . . . JOURNERR2
LIBRARY NAME . . . . XX2480BP
FILE LIBRARY MEMBER FORMAT
JETOTAL QTEMP JETOTAL JETOTAL
DATE . . . . . . . . 04/14/15
TIME . . . . . . . . 14:19:20
show out of balance document
04/14/15 14:19:20 PAGE 1
Docu Doc no Amount
type
GLC 7500250 2796.94-
* * * E N D O F R E P O R T * * *

F3=Exit F12=Cancel F19=Left F20=Right F24=More keys

Do the same query on SROOVF that is in the section ‘Out of Balance – Sales Tax’, except add a sort by description OVTEXT).
Display Report
Report width . . . . . : 98
Position to line . . . . . Shift to column . . . . . .
Line ....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+....8....+....9....+...
Account part 1 Docu Doc no Doc Am trans curr Description
type date
000001 100100 GLC 7500250 20150414 2,021.680 Account correction: AMX
000002 730200 GLC 7500250 20150410 -2,796.940 Account correction: AMX
000003 730200 GLC 7500250 20150414 -2,021.680 Account correction: AMX
000004 100400 GLC 7500250 20150410 56,141.720 Account correction: DBT
000005 100400 GLC 7500250 20150414 61,011.190 Account correction: DBT
000006 730200 GLC 7500250 20150410 -56,141.720 Account correction: DBT
000007 730200 GLC 7500250 20150414 -61,011.190 Account correction: DBT
000008 100400 GLC 7500250 20150410 34,967.920 Account correction: MC
000009 100400 GLC 7500250 20150414 90,784.410 Account correction: MC
000010 730200 GLC 7500250 20150410 -34,967.920 Account correction: MC
000011 730200 GLC 7500250 20150414 -90,784.410 Account correction: MC
000012 100400 GLC 7500250 20150410 76,631.900 Account correction: VIS
000013 100400 GLC 7500250 20150414 160,622.210 Account correction: VIS
000014 730200 GLC 7500250 20150410 -76,631.900 Account correction: VIS
000014 730200 GLC 7500250 20150414 -160,622.210 Account correction: VIS

You can see by the document dates that this includes two sets of bank EDI transactions; one on Apr 10, and the other on Apr 14. For each date, each card type has a pair of transactions; debit the bank (100100 or 100400), and credit the out of balance account (730200; in this case used for temporary postings). You can see that the second line does not have the corresponding debit to the bank.

Force the out of balance journal to post – not as FINADMIN – to put the out of balance amount to 730200. (See [[Finance#Manually Post Batch]] for instructions.) Then manually transfer from 730200 to the correct bank.

===Entry Generated Incorrectly===

G/L entries are automatically generated by sales, receiving, and transactions in the warehouse. To see how this is done, look at the section ‘Generated Journal Entries’.

*VA/480B* Journal maintenance - G/L postings 2/10/15 11:40:01 FSR11104
-------------------------------------------------------------------------------
Accounting year..... 16 Journal number...... 185
-------------------------------------------------------------------------------
Main Grou Subg Cost Pro
______ ____ ____ ____ ___

Accounting period... 1601 Translation period..
Voucher date........ 020615 Document date....... 020515
Voucher type........ 83 Document type....... GLB
Voucher number...... 8300004 Document number..... 8183924
Transaction amount.. 21.42
Quantity............ 1.000
Quantity code.......
Transaction currency CAD
System amount....... 21.42
VAT amount..........
VAT am trans curr...
Text................ Stk val fict.item 903
VAT handling code... USST
System identity..... G/L

Account for Main must be entered +

This is from PO 8183924; so find a line on it for 21.42.

*VA/480B* Purchase order enquiry 2/10/15 11:46:14 DMR11904
Order lines
-------------------------------------------------------------------------------
Supplier.... 24277 AURO PHARMA Order value.
Order type.. BE Price Variance - charge t Ord val CAD
Order number 8183924
-------------------------------------------------------------------------------
Line Whs Item/Unit Quantity Disp dat Price P.unt Discount Sts
10 RET 02396737 AURO-GABAPENTIN 300MG CAPSULES
EA 5.00 02/04/15 25.30 60
20 RET 02396711 AURO-CYCLOBENZAPRINE 10MG TABS
EA 2.00 02/04/15 37.27 60
40 RET 02362598 AURO-MIRTAZAPINE OD 15MG TABS
EA 5.00 02/04/15 2.93 60
50 RET 02362606 AURO-MIRTAZAPINE OD 30MG TABS
EA 5.00 02/04/15 7.44 60
60 RET 02362614 AURO-MIRTAZAPINE OD 45MG TABS
EA 20.00 02/04/15 8.78 60
70 RET 02001832 VENDOR DISCOUNT
EA 1- 02/04/15 21.42 60

F6=View Controls F7=Print F8=Addresses F9=Header

Transaction types 903 (stock value fictitious item) uses the account group to build the journal entry. Most of them have been left blank, so that the G/L numbers can be manually keyed into the journal. This is easier, as the user can decide exactly where they want the entry to go; instead of having to configure every possible entry in Transaction Types, and the user knowing all of them.

Normally, Nancy has to correct this. If she is unavailable, key account number 210100 into ‘Main’, and manually post the batch. Provide the details to Nancy, so she can adjust it when she can. Do not leave it until she is available, as it will delay the update of the G/L even more.

==Manually Post batch==

Very important – if you are posting a journal that is out of balance, do NOT sign in as FINADMIN! That is a special profile that will NOT create a balancing entry first – it will post the journal as out of balance, and will put the G/L out of balance. Only do this if you are trying to correct the G/L when it is already out of balance!

Look at the details of the journal that is in error. There should be no invalid transactions.

*VA/480B* Journal maintenance - A/P invoices 1/22/15 09:42:31 FSR12101
Invalid transactions
-------------------------------------------------------------------------------
Accounting year..... 15 Journal number...... 8953
-------------------------------------------------------------------------------
Dt Doc no Supplier no Name Amount

-------------------------------------------------------------------------------
F8=Valid transactions

Press F3.

*VA/480B* Journal maintenance 1/22/15 09:45:14 FSR11004
Update prompt
-------------------------------------------------------------------------------
Year/Journal number. 15 8953 A/P batch invoices
-------------------------------------------------------------------------------

Printer queue....... PRT01
Number of copies.... 1
Hold on spool file.. N

F12=Journal selection

Press enter to update. Go back to a command line, and key in DSPMSG and press enter. When the update has completed, you will see something like -

Work with Messages
System: BART
Messages for: SHEILAV

Type options below, then press Enter.
5=Display details and reply

Opt Message
Messages needing a reply
(No messages available)

Messages not needing a reply
_ Job 494208/SHEILAV/AP_INV_BAT completed normally on 01/22/15 at
09:46:28.
_ No error was found in G/L transaction journal 8953 (year 15), so update
will proceed
From . . : SHEILAV 01/22/15 09:46:28
_ No error was found in A/P invoice journal 8953 (year 15), so update will
proceed
From . . : SHEILAV 01/22/15 09:46:28
Bottom
F1=Help F3=Exit F5=Refresh F6=Display system operator messages
F12=Cancel F17=Top F18=Bottom F24=More keys

This shows that the post has completed properly. If you go back into ‘work with journals in error’ there will be nothing there.

=G/L Balances do Not Roll Over=

From the scheduler, job ENDOFMONTH (program EOM) runs at 3:15AM on the first of every month. It calls UNIPHARMIT / EOMASW, which does a period roll over for every company. This is the command which retrieves the parameters, and the command that runs the roll over program. (Note that PAID is ‘parameter ID’.)

RTVASWPAR PGM(ASGC032) PAID(MONTHROLL) USER(*ALL)

EXCASWPGM PGM(ASGC032) PARM(Y) DTA('N NNY *DEVTYPE N')

To see the parameters, find this record in file SROLPA -

Program User id Parameter Description LPUSR1
ID
ASGC032 *ALL MONTHROLL Roll all companies ACCFICIUI1I2I3PLUCVA

To see the effects of this, on a command line key in GO GLSET and press enter. Select option 2 – Work with G/L control file.

*CF/480B* G/L control file maintenance 3/20/15 09:03:48 GDMD0911
-------------------------------------------------------------------------------
Period name End date
Actual year/period.. 1602 FEBRUARY 022815
MARCH 033115
Last closed period.. 1513 APRIL 043015
First stored period. 0508 MAY 053115
JUNE 063015
JULY 073115
AUGUST 083115
SEPTEMBER 093015
OCTOBER 103115
NOVEMBER 113015
No of normal periods 12 DECEMBER 123115
Total no of periods. 13 JANUARY 013116
YEAR END 043016

‘Actual year / period’ is moved forward every time a period roll over is performed.

Although when you are in G/L Transaction Inquiry, it might look like the opening balances for the year have not been created, it may be that the Analyser summary levels are incorrect.

A quick way of testing this, is to use query to look at the opening balances in Analyser. (See [[Utilities#QUERY]] for detailed instructions.)

Read files ANOSTK (keys) and ANOBOB (opening balances) matched on KESUTA eq BOSUTA, and KEREFK eq BOREFK.

Define a result field of BODAOB + BOCAOB.

Select records where BOYEAR eq the current fiscal year, and KEMK01 EQ some G/L account, for example ‘100200’ (CIBC – Operating Line).

When you run this query, you should see something like –

Display Report
Report width . . . . . : 917
Position to line . . . . . Shift to column . . . . . .
Line ....+....1....+....2....+....3....+....4....+....5....+....6....+....7..
BAL Lvl Key
cod 01
000001 497.40- 008 100200
000002 497.40- 002 100200
000003 497.40- 013 100200
000004 497.40- 006 100200
000005 497.40- 003 100200
000006 497.40- 004 100200
000007 497.40- 007 100200
000008 497.40- 009 100200
000009 497.40- 001 100200
000010 497.40- 014 100200
000011 497.40- 005 100200
000012 63,951.4000 A11 100200
000013 63,951.4000 A12 100200
****** ******** End of report ********

F3=Exit F12=Cancel F19=Left F20=Right F24=More keys

G/L Transaction Inquiry shows the balance for this account at 201512 as being 63951.50, which means the amounts showing for A11 and A12 (system base levels) are correct , and all the summary levels are wrong. This means they have to be rebuilt. For instructions, see the section ASW Analyser / Rebuild Custom Summary Level.

If you run the same query after the rebuilds, all the amounts should all be the same.

Display Report
Report width . . . . . : 917
Position to line . . . . . Shift to column . . . . . .
Line ....+....1....+....2....+....3....+....4....+....5....+....6....+....7..
BAL Lvl Key
cod 01
000001 63,951.4000 008 100200
000002 63,951.4000 002 100200
000003 63,951.4000 013 100200
000004 63,951.4000 006 100200
000005 63,951.4000 003 100200
000006 63,951.4000 004 100200
000007 63,951.4000 007 100200
000008 63,951.4000 009 100200
000009 63,951.4000 001 100200
000010 63,951.4000 014 100200
000011 63,951.4000 005 100200
000012 63,951.4000 A11 100200
000013 63,951.4000 A12 100200
****** ******** End of report ********

F3=Exit F12=Cancel F19=Left F20=Right F21=Split F22=Width 80

=Cash Book not In Balance=

It can be out of balance in two ways; the ‘open’ amount not equal to the total of the open transactions, or the ‘balance’ not equal to the bank balance in the G/L.

==Open Amount not In Balance==

*VA/480B* Work with Cash Book reconciliation 8/13/08 15:58:08 FSR46001
Open transactions
------------------------------------------------------------------------------
Bank: 002 CIBC - Chequing Account (US) Open...... 10429.60-
Reconciled 106436.62
Balance... 96007.02
-------------------------------------------------------------------------------
2=Change 5=Display 6=Related documents 7=Connected entries
8=Reconcile 9=Unreconcile 10=G/L transactions

Bank Dt Doc date Rscd Transaction ref. Open amount Curr B
002 CHQ 07/28/08 AP 235 969.60- USD
002 CHQ 07/30/08 AP 236 3500.00- USD
002 CHQ 08/06/08 AP 237 5960.00- USD

Bottom
Bank Dt Doc date Rscd Transaction ref. Open amount Open
002 Y
F1=Info F8=Move cursor

In this case, the total of the open transactions does agree with the open amount in the header.

On a command line in ASW, key in GO CBACC and press enter. Select the option ‘Rebuild Cash Book Bank balances from transactions’.

==Cash Book Not Equal to G/L==

Use a query to find each period's total from the cash book transaction file, and compare each to the G/L.

- File name is SROCBA

- Select CABKCO as the bank number, and CACTTP as ‘ 1’ or ‘ 4’ (note those leading spaces)

- Sort on CAPERI accounting period

- Accumulate total of CASCTR bank amount in system currency

- Break on change in CAPERI accounting period

In ASW, go into G/L Transaction Enquiry.

- For the bank account, key each period into both the from and to period, and press enter to display those transactions

- Press F10 to display the total of the selected transactions.

- Compare each period to the query report.

- For the opening balance, select a period range from blank to one before the first period listed in the query report.

- Nancy can adjust the opening balance of the cash book (so far, that is what has always been incorrect).

=Cannot Close Cash Book Batch=

On a command line in ASW, key in GO CASHBOOK and press enter. Select option ‘Work with Cash Book reconciliation’. Key in bank number, and page down until you get to the transaction.

*VA/480B* Work with Cash Book reconciliation 4/07/15 12:18:25 FSR46001
Open transactions
-------------------------------------------------------------------------------
Bank: 001 CIBC - Chequing Account (Cdn) Open...... 1969626.82-
Reconciled 116652750.67
Balance... 114683123.85
-------------------------------------------------------------------------------
2=Change 5=Display 6=Related documents 7=Connected entries
8=Reconcile 9=Unreconcile 10=G/L transactions

Bank Dt Doc date Rscd Transaction ref. Open amount Curr B
__ 001 CHQ 04/07/15 AP 70561 784.44- CAD
__ 001 CHQ 04/07/15 AP 70562 18900.79- CAD
__ 001 CHQ 04/07/15 AP 70563 1856.29- CAD
__ 001 EFT 03/02/15 AR05 201601P2 00000 425716.44- CAD *
__ 001 EFT 04/02/15 AP 8318745 01587 7396.53- CAD
__ 001 EFT 04/02/15 AP 8318746 01587 3158.45- CAD
__ 001 EFT 04/02/15 AP 8318747 01587 1194.96- CAD
__ 001 EFT 04/02/15 AP 8318748 01587 1101.74- CAD
More...
Bank Dt Doc date Rscd Transaction ref. Open amount Open
001 ___ ______ ____ _________________________________ ____________ Y
F1=Info F8=Move cursor

The asterisk on the right means that the batch is open – the program determines this because the voucher fields on this transaction are blank. In this case, there is another problem. This transaction was created by ARREFT60, which reads the EFT work file created from A/R statements, totals it, and gets the journal and voucher information from the A/R transaction file.

In this case, that information was not available in SRODTA while ARREFT60 was running. (I don’t know why). So get it from there now. In A/R transaction inquiry, lookup the document type and document date of the cash book transaction.

*VA/480B* A/R transactions and balance enquiry 4/07/15 13:54:59 FKR01610
-------------------------------------------------------------------------------
Sequence A/D
Debtor number....... __ _
_
Document type....... __ _
Document number..... __ _
Document date....... 1 D
Due date............ __ _
Transaction currency __ _
Selection
Debtor number....... ___________

Document type....... 1 EFT ___ ___ ___ ___ ___
Document number..... _ _______ _______ _______ _______ _______ _______
Document date....... 1 030215 ______ ______ ______ ______ ______
Due date............ _ ______ ______ ______ ______ ______ ______
A/R group........... _ __ __ __ __ __ __
Transaction currency _ ____ ____ ____ ____ ____ ____
Transaction amount.. _________________ - _________________
Settled items....... Y Open items.......... Y
F2=Print F6=Customer F7=Balances F8=Agreements F9=Statistics F10=Template

Look at the detail of any of the transactions shown.

*VA/480B* A/R transactions and balance enquiry 4/07/15 14:01:48 FKR01607
-------------------------------------------------------------------------------
Debtor number....... 10136 CATES MEDICINE CTR Cred limit 300000
-------------------------------------------------------------------------------
Document type....... EFT Voucher type........ 27
Document number..... 8317261 Voucher number...... 2700012
Document date....... 03/02/15 Voucher date........ 03/02/15
Due date............ 03/02/15 Period.............. 1602
Year/Journal number. 16 / 743 Batch number........
Text................ Statement Period 201601P2
Transaction currency CAD Primary currency.... CAD
Original amount..... 15695.06 Original amount..... 15695.06
Remaining amount.... Remaining amount....

Exchange rate....... 1.0000000 Exch rate period.... M 1503

A/R group........... 1
Interest stop code.. Payment stop code...
Reminder stop code.. Payment mode........
User................ NANCYN Last maint date.....
F2=G/L transactions info F6=Customer F7=Balances F8=Agreements
F9=Statistics F10=Text

Use DFU on file SR6CBA to add journal number, voucher type, voucher number, and voucher type to the cash book transaction.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : CBA File . . . . : SR6CBA

Bank company: 001
Transaction reference: 201601P2
Ref no: 23763324
Cash Book Data type: 1
Stat: Y
NCR acc ref: 3
Syst id: 2
Statement number:
Batch no:
Journal no: 743
Acc per: 201602
Doc date: 20150302
Docu type: EFT
Doc no: 8317280
Value date: 20150302
Vt: 27
Vou no: 2700012

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

Press enter to see the rest of the record.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : CBA File . . . . : SR6CBA

Vou dte: 20150302
Transaction text: EFT from A/R Statements
Bank Currency: CAD
Bank Amount: 425716440-
Bank Amount Sys curr: 425716440-
Bank Open amount: 425716440-
Bank Open amount sys curr: 425716440-
Exch rate per: 3
Exch rate lvl: M
Exch rate time: 201503
Exch rate trans: 10000000
Cash Book Reason Code: AR05
Crt dte: 20150302
Time: 104751
User id: NANCYN

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

=Change Document Date=

Depending on the type of transaction, use DFU on –

SR6CBA – Cash Book
SR14DTA – Accounts Receivable
SR14LTA – Accounts Payable

=Rounding Error in Goods Receiving File=

A small amount, due to rounding, can be left in SROGRT but the complete quantity has already been matched. The only I know of to fix this, is to clear it with DFU (use file SR15GRT).

=Unmatched Purchase Orders Not in Balance=

Unmatched purchase orders are in SROGRT, with a remaining amount. As part of month end, a query report is generated of this file, with sub totals by purchase order type. These sub totals can be compared to the corresponding G/L accounts to make sure they are in balance.

G/L account Purchase order type2
210050 MO Manual Order
210300 RT Return to Vendor
210500 CS Car Stock
210625 BE Price Variance – charge to H/O
210625 PV Price Variance – charge to Rep
210625 QV Quantity Variance
210675 PC Prairie Supply Co-op Credit (no longer used)
210675 PS Prairie Supply Co-op (no longer used)
220000 PE EDI Purchase Order
220000 PO Regular Purchase Order
220000 RO Rush Order
220000 XF Reference Purchase Order
220050 RE Receiving Error

If they are not in balance, the problem could be a timing issue. Receiving or invoicing can be done after the period end – which is after the report has been printed.

(Note that these examples are for regular PO types, that post to 220000.)

To check for this, run a query on file SROLOGGL, looking for any transactions for the previous period (or earlier), that were entered after the unmatched PO query report was run. Note that two checks have to be done. One for the day following, after 6:29AM – which is after the end of day processing has completed; and the other for any time after.

LGDIM1 EQ '220000'
AND LGYYPP LE 201312
AND LGCDAT GT 20130201
OR LGDIM1 EQ '220000'
AND LGYYPP LE 201312
AND LGCDAT EQ 20130201
AND LGCRTI GT 062900

This example looks for any transactions for the period just ended, that were entered after the report was printed.

Total LGSAMO, and compare to the difference.

Also look the other way; transactions done before the period end, but posted to a later period.

If it does not match, more digging has to be done. Run these queries (from library XX2480BP) to build a file of all purchase orders for which the total posted to the G/L does not agree with the remaining amount on SROGRT.

SROGRT is a balance file; not a transaction file, so you must restore it from the period end tape.

UNMATB02 – Extract purchase order transactions by document number.

Change this to include G/L transaction up the closing period.

UNMATB03 – Extract purchase order transactions by the PO number in the text

Change this to include G/L transaction up the closing period. The PO in the text can be different than the transaction number, if PO’s are matched against each other.

UNMATB04 – Summarized extracted G/L transactions by PO and G/L number

UNMATB05 – Build work file to use in join

UNMATB06A to UNMATM06F – Build separate file for each G/L number

UNMATB07 – Merge all these separate file together into one file, with separate columns for each G/L number

UNMATB08 – Summarized received and remaining amounts on SROGRT (goods receiving) by PO

Change this to read the version of SROGRT you have restored.

UNMATB09 – Build a version of the PO header file with a character PO number field

This is needed because that is what the PO number extracted from the G/L text field is.

UNMATB10 – Consolidate all files

Run RPG program XX2480BP/UNMATPO to add to this file, any PO numbers that have been matched together.

Download SHEILA2/ POCONS2 to Excel. The total difference between the G/L (SROLOGGL) and the unmatched PO (SROGRT) should match the amount you are looking for.

* taking into account that you will have to manually remove transactions done after the unmatched PO report was generated.

Note – Since we went live, there have been about 1304 unmatched PO’s.

182 Received before go live; invoiced after

1068 Debit Notes that no longer go into 220000. They are out
of balance by the fictitious item used to charge tax.

495 RT
436 QV
105 PV
32 BE

1073 records for a total of -30324.33

22 Adjustments

Which leaves only about 32 PO’s that didn’t balance. Five times the receiving transactions went into the G/L twice. Six times invoicing did both a debit and a credit to 220000. Seven times there was a fictitious item on the PO (some should have been type MO). For the rest, the invoice amount didn’t agree with the amount received. The last time that happened was November 2006, so perhaps processes have been changed?

Once there is a known point at which this is in balance, you only have to investigate things after that date. ** When you have the unmatched purchase orders in balance, update the last in balance date, so that you will have fewer PO’s to manually balance next year. **

In balance at 2013Feb01.

Balanced at 2013Dec31, but corrections for system outage on Dec 16 were put into 201412, as 201411 was closed. See unmatched PO 201411.xlsx for details

=Problem with EFT Batch=

Accounts Payable - RPG program EFRUP011 reads records from ASW payment proposal files and creates CIBC EFT interface transactions.

Accounts Receivable – RPG program ARREFT40 is called from ‘View Statement Control Periods’ to read records created by the statement run and create CIBC EFT interface transactions.

These transactions are sent to CIBC via their Business Banking web site.

1 01000 01000332370152291386 0010009001016512 uniPHARM CAD
5 7001386 08/17015237
6C 0002120700037311 000147216812293/1607P1 BALANCED HEALTH INTEGR
6C 00048024008600426726 000081617610164/1607P1 CLINIC DRUG STORE
6C 00049352009700646887 000060041710292/1607P1 FRONT STREET PHARMACY
6C 0003023201050798 000025661411286/1607P1 GLOVER'S MEDICINE CENT
6C 0004918605209049 000024437312305/1607P1 LONGEVITY COMPOUNDING
6C 0001098901036867 000016364010699/1607P1 PEOPLES DRUG MART #175
6C 001610690201834001 000000514411706/1607P1 PHARMASAVE #027
6C 0002920800006211 000077974312169/1607P1 PRESCRIPTION HEALTH ST
6C 0010029208821216 000267932611044/1607P1 SUNNYSIDE EVERGREEN PH
6C 0003028801056639 000099383111306/1607P1 SURLANG MEDICINE CENTR
6C 0001098901027581 000035411310684/1607P1 TOFINO PHARMACY
6C 0001321701006913 000195974411105/1607P1 VICTORIA COMPOUNDING P
6C 0001083801029021 000080552711112/1607P1 VITA VIE PHARMACY
6C 0010005209602011 000292013711124/1607P1 WEST END MEDICINE CENT
6C 0002913890015113 000277018711566/1607P1 WESTWINDS PHARMACY LTD
77000000150000000000 000016821140
9000001000015

Batch number (1386 in first and second record) – This sequential number ensures that no batches are missing, or posted twice.

Date (08/17, 015237 in second record) – Format is month / day, then Julian.

Transaction Amount (first 10 digits in second block of numbers), D/C for debit or credit (second character of detail record) - The amount on the trailer must be equal to the total of the transactions.

If Nancy realises, after the file has been sent, that is something wrong, she can delete it from the bank, edit it on her PC, and resend it. But she must increment the sequential number in the file, then I.T. must also increment the control file. To do that, go to Unity / Start uniPharm Extensions / VA Company / Work with UWD IT Tools / FTP Connections.

To change the number for A/P, select ‘A/P FTP Configuration’. Press page down to see the record.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : EFCONFR File . . . . : EFCONFP

*RECNBR: 1 Next Create No: 2173
CIBC Originator #: 0100043801 EFT Tx Type: 460
Originator Short Name: uniPHARM
Originator Long Name: uniPHARM Wholesale Drugs Ltd.
Sett Inst ID: 010 Sett Branch Transit: 16512
Settlement Account: 0090010
CIBC EFT Data Folder: EFT
OMS footer line 1: Please be advised that with the electronic funds transfe
r (EFT) run
OMS footer line 2: above, the following invoices/credit notes will be settl
ed. Please
OMS footer line 3: direct any questions or concerns to Nancy Ng at 604.276.
5202 or
OMS footer line 4: nancyn@unipharm.com.

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

Change the ‘Next Create No.’ to the next available sequential number. Press enter to update, then F3 and enter to exit.

To change the number for A/R, select either ‘Statement CAD EDI Config’ or ‘Statement USD EDI Config’. Press page down to see the record.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : EFARCONFR File . . . . : EFARCONFP

*RECNBR: 1
Next Create No: 1388
CIBC DR Originator #: 0100023576
CIBC CR Originator #: 0100033237
EFT Tx Type: 700
Originator Short Name: uniPHARM
Originator Long Name: uniPHARM Wholesale Drugs Ltd.
Sett Inst ID: 010
Sett Branch Transit: 16512
Settlement Account: 0090010
CIBC EFT Data Folder: EFT

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

Change the ‘Next Create No.’ to the next available sequential number. Press enter to update, then F3 and enter to exit.

=Cannot Add to Standing Order=

Program FMR205 allows user to add, change, and delete records in a standing order. Every time a record is added, it is given the next sequential record number; the numbers from deleted records are not reused. This field (in file SRODTGI) is only 3 digits, so once 999 records have been added, records start being overwritten. The only option is to stop using this group, and create another one.

=FIN03KFMG Does not Balance to FIN03=

Use Query to look at records in ANOSTK that have

KESUTA = A11
KEMK01 = 730200

Look at field KEMK14. It should be MISC for all records. If it is not, it must be changed.

When an out of balance journal is forced to update, it creates a balancing record into the out of balance account, or 730200. When this transaction is added to ANOBAL, for some reason it does not set the proper keys.

Account number 730200 is set up in the chart of accounts to have a second summary identity of MISC, so why is it updated to a summary ID of blank?

Use DFU or EZVIEW on file AN1STK to make the key fields (11 to 14) the same as the other records that match this account number (parts 1 to 6).

==Rebuild the ‘KPMG statement section’==

Only ASW administrators can do this, so sign on as FINADMIN.

On a command line in ASW, key in GO GLPER and press enter. Select the option ‘Rebuild summary identities’.

*VA/480B* G/L summary identity rebuild 5/26/15 18:25:09 FMR22201
-------------------------------------------------------------------------------
Summary identity Changed Summary identity Changed
Statement Section... N
Cost Center Group 1. N
Cost Center Group 2. N
KPMG stmt section... N

NO SUMMARY IDENTITY HAVE BEEN CHANGED

THIS JOB WILL BE CANCELLED

If this process will not run, because no changes have been made, you can force it by setting the changed flag to ‘Y’ in G/L Control File Maintenance.

Key in GO GLSET and press enter. Select the option ‘Work with G/L control file’.

Press Enter until this screen shows.

*VA/480B* G/L control file maintenance 5/26/15 18:27:42 GDMD0922
-------------------------------------------------------------------------------
Related to
account part Changed
Summary id part 1... Statement Section 1 N
Summary id part 2... Cost Center Group 1 4 N
Summary id part 3... Cost Center Group 2 4 N
Summary id part 4... KPMG stmt section 1 N

F7=Translate

Change the column ‘Changed’ to Y for the section you want to rebuild (in this case ‘KPMG stmt section’), then go back to ‘Rebuild Summary Identities’.

Check results by running the report. Go to ASW / business reporting / work with reports. Print (option 6) FIN03-KPMG for the appropriate year and period .

Information Systems:Finance

2015-10-19T16:45:40Z

172.30.19.104: /* Out of Balance */

=Cannot Close Period=

Check SROBTR and SROOVF. If an update does not complete properly, sometimes orphaned transactions are left behind.

For example, we have a custom system to receive transactions from the bank and post them to the store’s accounts receivable (see Bank EDI). Sometimes this leaves transactions in SROOVF. We can’t do anything but manually delete them, and do a journal entry.

* I can see only one place where this could be happening, but I haven’t figured out why. BERUP075 (BED -- Post A/R payment G/L corrections to ASW) calls GCFC851 (Interface accounting transfer), which calls GCFR851 (Interface accounting transaction transfer). If field &GRIW is returned as blank, FMC050 (G/L update transactions and balances) is not run.

* Nancy seems to have found the problem and a solution. We have changed the job queue QBATCH to run two jobs at a time. If Nancy waits until one card type (Visa, Master Card, etc) completes before starting the next, the problem doesn’t seem to happen.

=A/R Reconciliation not in Balance=

The first thing to find out is when it went out of balance. We have a copy of the A/R Reconciliation for every period end. To see them, on a command line key in WRKOUTQ FINANCE/FIN* and press enter. Page down through the older periods, until you get to the more recent ones.

Work with All Output Queues

Type options, press Enter.
2=Change 3=Hold 4=Delete 5=Work with 6=Release 8=Description
9=Work with Writers 14=Clear

Opt Queue Library Files Writer Status
__ FIN201505 FINANCE 11 RLS
__ FIN201506 FINANCE 11 RLS
__ FIN201507 FINANCE 11 RLS
__ FIN201508 FINANCE 11 RLS
__ FIN201509 FINANCE 11 RLS
__ FIN201510 FINANCE 11 RLS
__ FIN201511 FINANCE 11 RLS
5 FIN201512 FINANCE 11 RLS
__ FIN201601 FINANCE 11 RLS
__ FIN201602 FINANCE 11 RLS

Command
===>
F3=Exit F4=Prompt F5=Refresh F12=Cancel F24=More keys

Use option 5 to see the spool files.

Work with Output Queue

Queue: FIN201512 Library: FINANCE Status: RLS

Type options, press Enter.
1=Send 2=Change 3=Hold 4=Delete 5=Display 6=Release 7=Messages
8=Attributes 9=Work with printing status

Opt File User User Data Sts Pages Copies Form Type Pty
_ GCFP231 FINADMIN RDY 92 1 *STD 5
_ GCFP233 FINADMIN RDY 185 1 *STD 5
_ GCFP235 FINADMIN RDY 199 1 *STD 5
5 FSR297P FINADMIN RDY 2 1 *STD 5
_ FSR297P FINADMIN RDY 2 1 *STD 5
_ FKR041P FINADMIN RDY 2 1 *STD 5
_ QPQUPRFIL FINADMIN RDY 81 1 *STD 5
_ QPQUPRFIL FINADMIN RDY 10 1 *STD 5
_ DMR606P FINADMIN RDY 911 1 *STD 5
More...
Parameters for options 1, 2, 3 or command
===>
F3=Exit F11=View 2 F12=Cancel F20=Writers F22=Printers
F24=More keys

The first ‘FSR297P’ is the A/R reconciliation (the second is A/P). Use option 5 to display it. Do this on several periods until you find the first one that has a difference. In this case, it is 201501.

*VA/480B* A/R RECONCILIATION LIST
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
A/R AMOUNT A/R AMOUNT G/L AMOUNT G/L AMOUNT G/L AMOUNT DIFFERENCE
Main Grou Subg Temp intrupt(a) Balance amt (b) Temp intrupt(c) Balance amt (d) Journal Maint(e) Diff (a+b)-(c+d+e))
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
120000 4,452,168.26 4,452,160.94 7.32
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
Grand total 4,452,168.26 4,452,160.94 7.32

Follow the instructions in ‘ASW Analyser / Rebuild / Rebuild System Base Levels’. This should be done on a Saturday, as it is not a good idea to rebuild Analyser while transactions are trying to update it.

=Cannot Use A/P Payment Proposal=

If you get a message saying that a previous step is still processing, and you know that it isn’t (make sure it isn’t in the job queue waiting for its turn to run, or in error while running) –

Using instructions in add link to DFU Technical / DFU – Data File Utility, edit file SROCTLSO (A/P Payment proposals control) in library UP1480BFVA, to clear the WSID field. There will probably only be one record in the file.

=Journal in Error=

Sometimes a journal does not automatically post to the G/L. It could be because something is wrong with an individual entry, or because something in it does not balance (to zero). You can tell which, by going into ‘work with journals in error’, and looking at the journal.

*VA/480B* Journal maintenance 1/22/15 09:22:36 FSR11001
Select journal
-------------------------------------------------------------------------------
Year Journal Transaction type User Date
5 15 8953 A/P batch invoices EDIUSER 1/21/15

------------------------------------------------------------------------------
Year Journal User
__ _____ __________

Select the journal to see the transactions.

*VA/480B* Journal maintenance - A/P invoices 1/22/15 09:23:57 FSR12101
Invalid transactions
-------------------------------------------------------------------------------
Accounting year..... 15 Journal number...... 8953
-------------------------------------------------------------------------------
Dt Doc no Supplier no Name Amount
5 EIN 66442 21948 MERCK CANADA INC. *

-------------------------------------------------------------------------------
F8=Valid transactions

If there are no ‘invalid transactions’, the journal is out of balance (see the section ‘Out of Balance’ to correct this). If there is, select one to see, and correct, the details.

*VA/480B* Journal maintenance - A/P invoices 1/22/15 09:25:49 FSR12104
-------------------------------------------------------------------------------
Accounting year..... 15 Journal number...... 8953
-------------------------------------------------------------------------------
Supplier number..... 21948 Supplier invoice no. 7178018779
Document type....... EIN Voucher type........ 33
Document number..... 66442 Voucher number...... 3302554
Document date....... 012115 Voucher date........ 012115
Due date............ Accounting period... 1512
Transaction amount.. 4869.97 Transaction currency CAD
System amount....... _______________
Primary amount...... Primary currency.... CAD
VAT amount.......... 14.470- Turnover amount..... ____________
Exchange rate period M
Exchange rate level. M Cost centre......... _______
Exchange rate time.. 001501 Import code......... 1
Terms of payment.... Supplier bank....... ___
Bank reference no... _______________________________
Text................ __________________________
Supplier inv date... 012115 Reception date...... 012215
Attestor............ NO ATTESTO Approved for payment N
Payment mode........ Payment stop code... __

VAT must have same sign as transaction if entered

This is a problem with the EDI data received (document type EIN is an EDI invoice). The correction is to take the minus sign off of the VAT (European terminology for tax). Then go to the section ‘Manually Post Batch’)’

==Out of Balance==

If there are no invalid transactions, press F3 to see the totals.

*VA/480B* Journal maintenance - G/L postings 8/20/15 08:39:53 FSR11105
-------------------------------------------------------------------------------
Accounting year..... 16 Journal number...... 5166
Journal date........ 8/19/15
-------------------------------------------------------------------------------
Per Vt Vou no Debit Credit Difference
1607 80 8000167 1644464.71 1644469.71 5.00-
-------------------------------------------------------------------------------
Forced update....... N

So far, we have had two different reasons for a journal to be out of balance; when the tax status has been changed, or when processing credit card transactions has failed.

===Sales Tax===

Base ASW (at least the version modified for the US) has different levels of tax (state, county, etc) but they all add to one bucket – both when they print on the invoice, and add to the G/L. We need to keep provincial and federal taxes separate. We have modified DMR343 (invoice generation) to recalculate the individual sales taxes. Very occasionally, when it does this, it does not agree with total tax amount previously calculated by ASW. Which means the detail taxes that print on the bottom of the invoice, and the journal entries created, do not add up to the invoice total. This happens so rarely, and the program is so complex, that I have been fixing the symptoms rather than fixing the source of the problem.

To find out which invoice has the problem, go to System Management / Query Manager / Run a Query Request. Run FINJERROR.

Display Spooled File
File . . . . . : QPQUPRFIL Page/Line 1/24
Control . . . . . Columns 1 - 130
Find . . . . . .
*...+....1....+....2....+....3....+....4....+....5....+....6....+....7....+....8....+.
QUERY NAME . . . . . JOURNERR2
LIBRARY NAME . . . . XX2480BP
FILE LIBRARY MEMBER FORMAT
JETOTAL QTEMP JETOTAL JETOTAL
DATE . . . . . . . . 12/02/14
TIME . . . . . . . . 12:56:40

show out of balance document 12/02/14 12:56:40 PAGE 1

Docu Doc no Amount
type
INV 7711150 5.00-
F3=Exit F12=Cancel F19=Left F20=Right F24=More keys

You can reprint this invoice to see what it’s done. Typically, the modifications have calculated a tax when base ASW didn’t. To fix it, use [[Utilities#DFU - Data File Utility|DFU]] on file UZIVLIL3 in library UP1480BFVA.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : UZIVLIR File . . . . : UZIVLIL3

IVINV#: 7711150 IVINVL: _____

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

Key in the invoice number, and press enter. Press page down until you see the incorrect tax amount.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : UZIVLIR File . . . . : UZIVLIL3

IVINV#: 7711150 IVINVL: 1
IVUNI#: 2286388 IVPLNO: _________
IVORNO: 3230094 IVORLN: 10
IVIDAT: 20141201 IVDUED: 20141225
IVTYPP: 1 IVINYR: 2014
IVTRMS: Z80 IVTRSO: ORD
IVITEM: 02002657
IVTAX1: 5000 IVTAX2: _______________
IVTAX3: IVTAX4: _______________
IVTAX5: IVDIAM: _______________
IVDIPC: UZADBY: ANGELAC
UZADCE: 20 UZADYR: 14
UZADMO: 12 UZADDY: 1
UZADTI: 84423 UZUPBY: _______
UZUPCE: UZUPYR: __
UZUPMO: UZUPDY: __
UZUPTI: ______

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

Remove the sales tax, and press enter to update the file. You can reprint the invoice, and it will be correct.

But the journal entries created are still out of balance. To know how to fix them, you will have to see what was generated.

On an ASW command line, key in WRKQRY and press enter.

Work with Queries

Type choices, press Enter.

Option . . . . . . 1 1=Create, 2=Change, 3=Copy, 4=Delete
5=Display, 6=Print definition
8=Run in batch, 9=Run
Query . . . . . . . Name, F4 for list
Library . . . . . QTEMP Name, *LIBL, F4 for list

F3=Exit F4=Prompt F5=Refresh F12=Cancel

Key in option 1, and press enter.

Define the Query

Query . . . . . . : Option . . . . . : CREATE
Library . . . . : QTEMP CCSID . . . . . . : 65535

Type options, press Enter. Press F21 to select all.
1=Select

Opt Query Definition Option
1 Specify file selections
_ Define result fields
1 Select and sequence fields
1 Select records
_ Select sort fields
_ Select collating sequence
_ Specify report column formatting
_ Select report summary functions
_ Define report breaks
_ Select output type and output form
_ Specify processing options

F3=Exit F5=Report F12=Cancel
F13=Layout F18=Files F21=Select all

Select these three options, and press enter.

Specify File Selections

Type choices, press Enter. Press F9 to specify an additional
file selection.

File . . . . . . . . . sroovf Name, F4 for list
Library . . . . . . UP1480BFVA Name, *LIBL, F4 for list
Member . . . . . . . . *FIRST Name, *FIRST, F4 for list
Format . . . . . . . . *FIRST Name, *FIRST, F4 for list

F3=Exit F4=Prompt F5=Report F9=Add file
F12=Cancel F13=Layout F24=More keys

Key in file SROOVF and library UP1480BFVA, then press enter twice.

Select and Sequence Fields

Type sequence number (0-9999) for the names of up to 500 fields to
appear in the report, press Enter.

Seq Field Text Len Dec
1 OVDIM1 Account part 1 20
1 OVDOTY Document type 3
1 OVIDNO Document number 7 0
1 OVDODT Document date 8 0
1 OVLAMO Amount system currency 17 3
1 OVTEXT Description 30
OVGRIW Group id/work station 10
OVTYP1 Type 1 1
OVTYP2 Type 2 1
OVSTAT Status 1
OVDIM2 Account part 2 20
OVDIM3 Account part 3 20

More...
F3=Exit F5=Report F11=Display names only F12=Cancel
F13=Layout F20=Renumber F21=Select all F24=More keys

Select these six fields, and press enter twice.

Select Records

Type comparisons, press Enter. Specify OR to start each new group.
Tests: EQ, NE, LE, GE, LT, GT, RANGE, LIST, LIKE, IS, ISNOT...

AND/OR Field Test Value (Field, Number, 'Characters', or ...)
OVIDNO EQ 7711150________________________
____ _______________ _____ _______________________________
____ _______________ _____ _______________________________
____ _______________ _____ _______________________________
_____________________________________________________________________________
Field Text Len Dec
OVDIM1 Account part 1 20
OVDOTY Document type 3
OVIDNO Document number 7 0
OVDODT Document date 8 0
OVAMTR Amount transaction currency 17 3
More...
F3=Exit F5=Report F9=Insert F11=Display names only
F12=Cancel F13=Layout F20=Reorganize F24=More keys

Key in this ‘field’ and ‘test’, and the invoice number. Press F5 to see the report.

Display Report
Report width . . . . . : 98
Position to line . . . . . Shift to column . . . . . .
Line ....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+....8....+....9....+...
Account part 1 Docu Doc no Doc Am trans curr Description
type date
000001 122000 INV 7711150 20141201 5.000- Gross sales 840
000002 210700 INV 7711150 20141201 7.000- Gross sales 840
000003 900000 INV 7711150 20141201 100.000- Gross sales 840
000004 122500 INV 7711150 20141201 5.000- GST payable 960
000005 120000 INV 7711150 20141201 112.000 NANOOSE MEDICINE CT INV7711150
****** ******** End of report ********

The line for 'GST payable' is the one that should not have been generated. This example is for an invoice that accounting did; the PST and GST were done manually using fictitious items. They should not have been generated automatically.

*VA/480B* Invoice enquiry 2/10/15 11:35:07 DMR12106
-------------------------------------------------------------------------------
Invoice number...... 7711150 Date................ 12/01/14
-------------------------------------------------------------------------------
Invoice customer.... 11305 Customer............ 11305
Name.... NANOOSE MEDICINE CENTRE Del addr NANOOSE MEDICINE CENTRE
Order number........ 3230094 Order date.......... 12/01/14
-------------------------------------------------------------------------------
Line Wh Item/Unit Qty S.unit Del dat Price P.unt Amount
1 MAI 02002657 500 FLYERS (MC) - DEC/15
1 EA 12/01/14 100.00 EA 100.00
2 MAI 02081263 GST
1 EA 12/01/14 5.00 EA 5.00
3 MAI 02000065 PST
1 EA 12/01/14 7.00 EA 7.00

F6=View controls F7=Create invoice copy

Do a forced update of this journal (see the section ‘Manually Post Batch), which will bring it into balance by adding a 5.00 debit to account 730200 ‘Out of Balance’.

Then you will need to do a manual entry to correct this.

Debit 5.00 122500 GST - collected
Credit 5.00 730200 Out of Balance

==Debit / Credit Card Transactions==

Transactions through the debit / credit card machines in our shareholder stores come to us; we then apply them against the stores’ accounts receivable.

See ‘Bank EDI / Bank EDI Does Not Post / To Post Manually’ for an explanation of what happened.

The user will get the message –

Work with Messages
System: BART
Messages in: NANCYN

Type options below, then press Enter.
5=Display details and reply

Opt Message
From . . : NANCYN 04/14/15 10:25:44
No error was found in A/R payment journal 1844 (year 16), so update will
proceed
From . . : NANCYN 04/14/15 10:24:59
G/L transaction journal 1845 (year 16) is in error, no update will be
performed
From . . : NANCYN 04/14/15 10:24:57
Job 965499/NANCYN/AR_PAYMBAT completed normally on 04/14/15 at 10:24:07.
No error was found in G/L transaction journal 1843 (year 16), so update
will proceed
From . . : NANCYN 04/14/15 10:24:07
No error was found in A/R payment journal 1843 (year 16), so update will
More...
F1=Help F3=Exit F5=Refresh F12=Cancel F17=Top F18=Bottom
F21=Select assistance level F22=Display list details

To find out which voucher has the problem, go to System Management / Query Manager / Run a Query Request. Run FINJERROR.

Display Spooled File
File . . . . . : QPQUPRFIL Page/Line 1/24
Control . . . . . Columns 1 - 130
Find . . . . . .
*...+....1....+....2....+....3....+....4....+....5....+....6....+....7....+....8....+.
QUERY NAME . . . . . JOURNERR2
LIBRARY NAME . . . . XX2480BP
FILE LIBRARY MEMBER FORMAT
JETOTAL QTEMP JETOTAL JETOTAL
DATE . . . . . . . . 04/14/15
TIME . . . . . . . . 14:19:20
show out of balance document
04/14/15 14:19:20 PAGE 1
Docu Doc no Amount
type
GLC 7500250 2796.94-
* * * E N D O F R E P O R T * * *

F3=Exit F12=Cancel F19=Left F20=Right F24=More keys

Do the same query on SROOVF that is in the section ‘Out of Balance – Sales Tax’, except add a sort by description OVTEXT).
Display Report
Report width . . . . . : 98
Position to line . . . . . Shift to column . . . . . .
Line ....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+....8....+....9....+...
Account part 1 Docu Doc no Doc Am trans curr Description
type date
000001 100100 GLC 7500250 20150414 2,021.680 Account correction: AMX
000002 730200 GLC 7500250 20150410 -2,796.940 Account correction: AMX
000003 730200 GLC 7500250 20150414 -2,021.680 Account correction: AMX
000004 100400 GLC 7500250 20150410 56,141.720 Account correction: DBT
000005 100400 GLC 7500250 20150414 61,011.190 Account correction: DBT
000006 730200 GLC 7500250 20150410 -56,141.720 Account correction: DBT
000007 730200 GLC 7500250 20150414 -61,011.190 Account correction: DBT
000008 100400 GLC 7500250 20150410 34,967.920 Account correction: MC
000009 100400 GLC 7500250 20150414 90,784.410 Account correction: MC
000010 730200 GLC 7500250 20150410 -34,967.920 Account correction: MC
000011 730200 GLC 7500250 20150414 -90,784.410 Account correction: MC
000012 100400 GLC 7500250 20150410 76,631.900 Account correction: VIS
000013 100400 GLC 7500250 20150414 160,622.210 Account correction: VIS
000014 730200 GLC 7500250 20150410 -76,631.900 Account correction: VIS
000014 730200 GLC 7500250 20150414 -160,622.210 Account correction: VIS

You can see by the document dates that this includes two sets of bank EDI transactions; one on Apr 10, and the other on Apr 14. For each date, each card type has a pair of transactions; debit the bank (100100 or 100400), and credit the out of balance account (730200; in this case used for temporary postings). You can see that the second line does not have the corresponding debit to the bank.

Force the out of balance journal to post – not as FINADMIN – to put the out of balance amount to 730200. (See [[Finance#Manually Post Batch]] for instructions.) Then manually transfer from 730200 to the correct bank.

===Entry Generated Incorrectly===

G/L entries are automatically generated by sales, receiving, and transactions in the warehouse. To see how this is done, look at the section ‘Generated Journal Entries’.

*VA/480B* Journal maintenance - G/L postings 2/10/15 11:40:01 FSR11104
-------------------------------------------------------------------------------
Accounting year..... 16 Journal number...... 185
-------------------------------------------------------------------------------
Main Grou Subg Cost Pro
______ ____ ____ ____ ___

Accounting period... 1601 Translation period..
Voucher date........ 020615 Document date....... 020515
Voucher type........ 83 Document type....... GLB
Voucher number...... 8300004 Document number..... 8183924
Transaction amount.. 21.42
Quantity............ 1.000
Quantity code.......
Transaction currency CAD
System amount....... 21.42
VAT amount..........
VAT am trans curr...
Text................ Stk val fict.item 903
VAT handling code... USST
System identity..... G/L

Account for Main must be entered +

This is from PO 8183924; so find a line on it for 21.42.

*VA/480B* Purchase order enquiry 2/10/15 11:46:14 DMR11904
Order lines
-------------------------------------------------------------------------------
Supplier.... 24277 AURO PHARMA Order value.
Order type.. BE Price Variance - charge t Ord val CAD
Order number 8183924
-------------------------------------------------------------------------------
Line Whs Item/Unit Quantity Disp dat Price P.unt Discount Sts
10 RET 02396737 AURO-GABAPENTIN 300MG CAPSULES
EA 5.00 02/04/15 25.30 60
20 RET 02396711 AURO-CYCLOBENZAPRINE 10MG TABS
EA 2.00 02/04/15 37.27 60
40 RET 02362598 AURO-MIRTAZAPINE OD 15MG TABS
EA 5.00 02/04/15 2.93 60
50 RET 02362606 AURO-MIRTAZAPINE OD 30MG TABS
EA 5.00 02/04/15 7.44 60
60 RET 02362614 AURO-MIRTAZAPINE OD 45MG TABS
EA 20.00 02/04/15 8.78 60
70 RET 02001832 VENDOR DISCOUNT
EA 1- 02/04/15 21.42 60

F6=View Controls F7=Print F8=Addresses F9=Header

Transaction types 903 (stock value fictitious item) uses the account group to build the journal entry. Most of them have been left blank, so that the G/L numbers can be manually keyed into the journal. This is easier, as the user can decide exactly where they want the entry to go; instead of having to configure every possible entry in Transaction Types, and the user knowing all of them.

Normally, Nancy has to correct this. If she is unavailable, key account number 210100 into ‘Main’, and manually post the batch. Provide the details to Nancy, so she can adjust it when she can. Do not leave it until she is available, as it will delay the update of the G/L even more.

==Manually Post batch==

Very important – if you are posting a journal that is out of balance, do NOT sign in as FINADMIN! That is a special profile that will NOT create a balancing entry first – it will post the journal as out of balance, and will put the G/L out of balance. Only do this if you are trying to correct the G/L when it is already out of balance!

Look at the details of the journal that is in error. There should be no invalid transactions.

*VA/480B* Journal maintenance - A/P invoices 1/22/15 09:42:31 FSR12101
Invalid transactions
-------------------------------------------------------------------------------
Accounting year..... 15 Journal number...... 8953
-------------------------------------------------------------------------------
Dt Doc no Supplier no Name Amount

-------------------------------------------------------------------------------
F8=Valid transactions

Press F3.

*VA/480B* Journal maintenance 1/22/15 09:45:14 FSR11004
Update prompt
-------------------------------------------------------------------------------
Year/Journal number. 15 8953 A/P batch invoices
-------------------------------------------------------------------------------

Printer queue....... PRT01
Number of copies.... 1
Hold on spool file.. N

F12=Journal selection

Press enter to update. Go back to a command line, and key in DSPMSG and press enter. When the update has completed, you will see something like -

Work with Messages
System: BART
Messages for: SHEILAV

Type options below, then press Enter.
5=Display details and reply

Opt Message
Messages needing a reply
(No messages available)

Messages not needing a reply
_ Job 494208/SHEILAV/AP_INV_BAT completed normally on 01/22/15 at
09:46:28.
_ No error was found in G/L transaction journal 8953 (year 15), so update
will proceed
From . . : SHEILAV 01/22/15 09:46:28
_ No error was found in A/P invoice journal 8953 (year 15), so update will
proceed
From . . : SHEILAV 01/22/15 09:46:28
Bottom
F1=Help F3=Exit F5=Refresh F6=Display system operator messages
F12=Cancel F17=Top F18=Bottom F24=More keys

This shows that the post has completed properly. If you go back into ‘work with journals in error’ there will be nothing there.

=G/L Balances do Not Roll Over=

From the scheduler, job ENDOFMONTH (program EOM) runs at 3:15AM on the first of every month. It calls UNIPHARMIT / EOMASW, which does a period roll over for every company. This is the command which retrieves the parameters, and the command that runs the roll over program. (Note that PAID is ‘parameter ID’.)

RTVASWPAR PGM(ASGC032) PAID(MONTHROLL) USER(*ALL)

EXCASWPGM PGM(ASGC032) PARM(Y) DTA('N NNY *DEVTYPE N')

To see the parameters, find this record in file SROLPA -

Program User id Parameter Description LPUSR1
ID
ASGC032 *ALL MONTHROLL Roll all companies ACCFICIUI1I2I3PLUCVA

To see the effects of this, on a command line key in GO GLSET and press enter. Select option 2 – Work with G/L control file.

*CF/480B* G/L control file maintenance 3/20/15 09:03:48 GDMD0911
-------------------------------------------------------------------------------
Period name End date
Actual year/period.. 1602 FEBRUARY 022815
MARCH 033115
Last closed period.. 1513 APRIL 043015
First stored period. 0508 MAY 053115
JUNE 063015
JULY 073115
AUGUST 083115
SEPTEMBER 093015
OCTOBER 103115
NOVEMBER 113015
No of normal periods 12 DECEMBER 123115
Total no of periods. 13 JANUARY 013116
YEAR END 043016

‘Actual year / period’ is moved forward every time a period roll over is performed.

Although when you are in G/L Transaction Inquiry, it might look like the opening balances for the year have not been created, it may be that the Analyser summary levels are incorrect.

A quick way of testing this, is to use query to look at the opening balances in Analyser. (See [[Utilities#QUERY]] for detailed instructions.)

Read files ANOSTK (keys) and ANOBOB (opening balances) matched on KESUTA eq BOSUTA, and KEREFK eq BOREFK.

Define a result field of BODAOB + BOCAOB.

Select records where BOYEAR eq the current fiscal year, and KEMK01 EQ some G/L account, for example ‘100200’ (CIBC – Operating Line).

When you run this query, you should see something like –

Display Report
Report width . . . . . : 917
Position to line . . . . . Shift to column . . . . . .
Line ....+....1....+....2....+....3....+....4....+....5....+....6....+....7..
BAL Lvl Key
cod 01
000001 497.40- 008 100200
000002 497.40- 002 100200
000003 497.40- 013 100200
000004 497.40- 006 100200
000005 497.40- 003 100200
000006 497.40- 004 100200
000007 497.40- 007 100200
000008 497.40- 009 100200
000009 497.40- 001 100200
000010 497.40- 014 100200
000011 497.40- 005 100200
000012 63,951.4000 A11 100200
000013 63,951.4000 A12 100200
****** ******** End of report ********

F3=Exit F12=Cancel F19=Left F20=Right F24=More keys

G/L Transaction Inquiry shows the balance for this account at 201512 as being 63951.50, which means the amounts showing for A11 and A12 (system base levels) are correct , and all the summary levels are wrong. This means they have to be rebuilt. For instructions, see the section ASW Analyser / Rebuild Custom Summary Level.

If you run the same query after the rebuilds, all the amounts should all be the same.

Display Report
Report width . . . . . : 917
Position to line . . . . . Shift to column . . . . . .
Line ....+....1....+....2....+....3....+....4....+....5....+....6....+....7..
BAL Lvl Key
cod 01
000001 63,951.4000 008 100200
000002 63,951.4000 002 100200
000003 63,951.4000 013 100200
000004 63,951.4000 006 100200
000005 63,951.4000 003 100200
000006 63,951.4000 004 100200
000007 63,951.4000 007 100200
000008 63,951.4000 009 100200
000009 63,951.4000 001 100200
000010 63,951.4000 014 100200
000011 63,951.4000 005 100200
000012 63,951.4000 A11 100200
000013 63,951.4000 A12 100200
****** ******** End of report ********

F3=Exit F12=Cancel F19=Left F20=Right F21=Split F22=Width 80

=Cash Book not In Balance=

It can be out of balance in two ways; the ‘open’ amount not equal to the total of the open transactions, or the ‘balance’ not equal to the bank balance in the G/L.

==Open Amount not In Balance==

*VA/480B* Work with Cash Book reconciliation 8/13/08 15:58:08 FSR46001
Open transactions
------------------------------------------------------------------------------
Bank: 002 CIBC - Chequing Account (US) Open...... 10429.60-
Reconciled 106436.62
Balance... 96007.02
-------------------------------------------------------------------------------
2=Change 5=Display 6=Related documents 7=Connected entries
8=Reconcile 9=Unreconcile 10=G/L transactions

Bank Dt Doc date Rscd Transaction ref. Open amount Curr B
002 CHQ 07/28/08 AP 235 969.60- USD
002 CHQ 07/30/08 AP 236 3500.00- USD
002 CHQ 08/06/08 AP 237 5960.00- USD

Bottom
Bank Dt Doc date Rscd Transaction ref. Open amount Open
002 Y
F1=Info F8=Move cursor

In this case, the total of the open transactions does agree with the open amount in the header.

On a command line in ASW, key in GO CBACC and press enter. Select the option ‘Rebuild Cash Book Bank balances from transactions’.

==Cash Book Not Equal to G/L==

Use a query to find each period's total from the cash book transaction file, and compare each to the G/L.

- File name is SROCBA

- Select CABKCO as the bank number, and CACTTP as ‘ 1’ or ‘ 4’ (note those leading spaces)

- Sort on CAPERI accounting period

- Accumulate total of CASCTR bank amount in system currency

- Break on change in CAPERI accounting period

In ASW, go into G/L Transaction Enquiry.

- For the bank account, key each period into both the from and to period, and press enter to display those transactions

- Press F10 to display the total of the selected transactions.

- Compare each period to the query report.

- For the opening balance, select a period range from blank to one before the first period listed in the query report.

- Nancy can adjust the opening balance of the cash book (so far, that is what has always been incorrect).

=Cannot Close Cash Book Batch=

On a command line in ASW, key in GO CASHBOOK and press enter. Select option ‘Work with Cash Book reconciliation’. Key in bank number, and page down until you get to the transaction.

*VA/480B* Work with Cash Book reconciliation 4/07/15 12:18:25 FSR46001
Open transactions
-------------------------------------------------------------------------------
Bank: 001 CIBC - Chequing Account (Cdn) Open...... 1969626.82-
Reconciled 116652750.67
Balance... 114683123.85
-------------------------------------------------------------------------------
2=Change 5=Display 6=Related documents 7=Connected entries
8=Reconcile 9=Unreconcile 10=G/L transactions

Bank Dt Doc date Rscd Transaction ref. Open amount Curr B
__ 001 CHQ 04/07/15 AP 70561 784.44- CAD
__ 001 CHQ 04/07/15 AP 70562 18900.79- CAD
__ 001 CHQ 04/07/15 AP 70563 1856.29- CAD
__ 001 EFT 03/02/15 AR05 201601P2 00000 425716.44- CAD *
__ 001 EFT 04/02/15 AP 8318745 01587 7396.53- CAD
__ 001 EFT 04/02/15 AP 8318746 01587 3158.45- CAD
__ 001 EFT 04/02/15 AP 8318747 01587 1194.96- CAD
__ 001 EFT 04/02/15 AP 8318748 01587 1101.74- CAD
More...
Bank Dt Doc date Rscd Transaction ref. Open amount Open
001 ___ ______ ____ _________________________________ ____________ Y
F1=Info F8=Move cursor

The asterisk on the right means that the batch is open – the program determines this because the voucher fields on this transaction are blank. In this case, there is another problem. This transaction was created by ARREFT60, which reads the EFT work file created from A/R statements, totals it, and gets the journal and voucher information from the A/R transaction file.

In this case, that information was not available in SRODTA while ARREFT60 was running. (I don’t know why). So get it from there now. In A/R transaction inquiry, lookup the document type and document date of the cash book transaction.

*VA/480B* A/R transactions and balance enquiry 4/07/15 13:54:59 FKR01610
-------------------------------------------------------------------------------
Sequence A/D
Debtor number....... __ _
_
Document type....... __ _
Document number..... __ _
Document date....... 1 D
Due date............ __ _
Transaction currency __ _
Selection
Debtor number....... ___________

Document type....... 1 EFT ___ ___ ___ ___ ___
Document number..... _ _______ _______ _______ _______ _______ _______
Document date....... 1 030215 ______ ______ ______ ______ ______
Due date............ _ ______ ______ ______ ______ ______ ______
A/R group........... _ __ __ __ __ __ __
Transaction currency _ ____ ____ ____ ____ ____ ____
Transaction amount.. _________________ - _________________
Settled items....... Y Open items.......... Y
F2=Print F6=Customer F7=Balances F8=Agreements F9=Statistics F10=Template

Look at the detail of any of the transactions shown.

*VA/480B* A/R transactions and balance enquiry 4/07/15 14:01:48 FKR01607
-------------------------------------------------------------------------------
Debtor number....... 10136 CATES MEDICINE CTR Cred limit 300000
-------------------------------------------------------------------------------
Document type....... EFT Voucher type........ 27
Document number..... 8317261 Voucher number...... 2700012
Document date....... 03/02/15 Voucher date........ 03/02/15
Due date............ 03/02/15 Period.............. 1602
Year/Journal number. 16 / 743 Batch number........
Text................ Statement Period 201601P2
Transaction currency CAD Primary currency.... CAD
Original amount..... 15695.06 Original amount..... 15695.06
Remaining amount.... Remaining amount....

Exchange rate....... 1.0000000 Exch rate period.... M 1503

A/R group........... 1
Interest stop code.. Payment stop code...
Reminder stop code.. Payment mode........
User................ NANCYN Last maint date.....
F2=G/L transactions info F6=Customer F7=Balances F8=Agreements
F9=Statistics F10=Text

Use DFU on file SR6CBA to add journal number, voucher type, voucher number, and voucher type to the cash book transaction.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : CBA File . . . . : SR6CBA

Bank company: 001
Transaction reference: 201601P2
Ref no: 23763324
Cash Book Data type: 1
Stat: Y
NCR acc ref: 3
Syst id: 2
Statement number:
Batch no:
Journal no: 743
Acc per: 201602
Doc date: 20150302
Docu type: EFT
Doc no: 8317280
Value date: 20150302
Vt: 27
Vou no: 2700012

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

Press enter to see the rest of the record.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : CBA File . . . . : SR6CBA

Vou dte: 20150302
Transaction text: EFT from A/R Statements
Bank Currency: CAD
Bank Amount: 425716440-
Bank Amount Sys curr: 425716440-
Bank Open amount: 425716440-
Bank Open amount sys curr: 425716440-
Exch rate per: 3
Exch rate lvl: M
Exch rate time: 201503
Exch rate trans: 10000000
Cash Book Reason Code: AR05
Crt dte: 20150302
Time: 104751
User id: NANCYN

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

=Change Document Date=

Depending on the type of transaction, use DFU on –

SR6CBA – Cash Book
SR14DTA – Accounts Receivable
SR14LTA – Accounts Payable

=Rounding Error in Goods Receiving File=

A small amount, due to rounding, can be left in SROGRT but the complete quantity has already been matched. The only I know of to fix this, is to clear it with DFU (use file SR15GRT).

=Unmatched Purchase Orders Not in Balance=

Unmatched purchase orders are in SROGRT, with a remaining amount. As part of month end, a query report is generated of this file, with sub totals by purchase order type. These sub totals can be compared to the corresponding G/L accounts to make sure they are in balance.

G/L account Purchase order type2
210050 MO Manual Order
210300 RT Return to Vendor
210500 CS Car Stock
210625 BE Price Variance – charge to H/O
210625 PV Price Variance – charge to Rep
210625 QV Quantity Variance
210675 PC Prairie Supply Co-op Credit (no longer used)
210675 PS Prairie Supply Co-op (no longer used)
220000 PE EDI Purchase Order
220000 PO Regular Purchase Order
220000 RO Rush Order
220000 XF Reference Purchase Order
220050 RE Receiving Error

If they are not in balance, the problem could be a timing issue. Receiving or invoicing can be done after the period end – which is after the report has been printed.

(Note that these examples are for regular PO types, that post to 220000.)

To check for this, run a query on file SROLOGGL, looking for any transactions for the previous period (or earlier), that were entered after the unmatched PO query report was run. Note that two checks have to be done. One for the day following, after 6:29AM – which is after the end of day processing has completed; and the other for any time after.

LGDIM1 EQ '220000'
AND LGYYPP LE 201312
AND LGCDAT GT 20130201
OR LGDIM1 EQ '220000'
AND LGYYPP LE 201312
AND LGCDAT EQ 20130201
AND LGCRTI GT 062900

This example looks for any transactions for the period just ended, that were entered after the report was printed.

Total LGSAMO, and compare to the difference.

Also look the other way; transactions done before the period end, but posted to a later period.

If it does not match, more digging has to be done. Run these queries (from library XX2480BP) to build a file of all purchase orders for which the total posted to the G/L does not agree with the remaining amount on SROGRT.

SROGRT is a balance file; not a transaction file, so you must restore it from the period end tape.

UNMATB02 – Extract purchase order transactions by document number.

Change this to include G/L transaction up the closing period.

UNMATB03 – Extract purchase order transactions by the PO number in the text

Change this to include G/L transaction up the closing period. The PO in the text can be different than the transaction number, if PO’s are matched against each other.

UNMATB04 – Summarized extracted G/L transactions by PO and G/L number

UNMATB05 – Build work file to use in join

UNMATB06A to UNMATM06F – Build separate file for each G/L number

UNMATB07 – Merge all these separate file together into one file, with separate columns for each G/L number

UNMATB08 – Summarized received and remaining amounts on SROGRT (goods receiving) by PO

Change this to read the version of SROGRT you have restored.

UNMATB09 – Build a version of the PO header file with a character PO number field

This is needed because that is what the PO number extracted from the G/L text field is.

UNMATB10 – Consolidate all files

Run RPG program XX2480BP/UNMATPO to add to this file, any PO numbers that have been matched together.

Download SHEILA2/ POCONS2 to Excel. The total difference between the G/L (SROLOGGL) and the unmatched PO (SROGRT) should match the amount you are looking for.

* taking into account that you will have to manually remove transactions done after the unmatched PO report was generated.

Note – Since we went live, there have been about 1304 unmatched PO’s.

182 Received before go live; invoiced after

1068 Debit Notes that no longer go into 220000. They are out
of balance by the fictitious item used to charge tax.

495 RT
436 QV
105 PV
32 BE

1073 records for a total of -30324.33

22 Adjustments

Which leaves only about 32 PO’s that didn’t balance. Five times the receiving transactions went into the G/L twice. Six times invoicing did both a debit and a credit to 220000. Seven times there was a fictitious item on the PO (some should have been type MO). For the rest, the invoice amount didn’t agree with the amount received. The last time that happened was November 2006, so perhaps processes have been changed?

Once there is a known point at which this is in balance, you only have to investigate things after that date. ** When you have the unmatched purchase orders in balance, update the last in balance date, so that you will have fewer PO’s to manually balance next year. **

In balance at 2013Feb01.

Balanced at 2013Dec31, but corrections for system outage on Dec 16 were put into 201412, as 201411 was closed. See unmatched PO 201411.xlsx for details

=Problem with EFT Batch=

Accounts Payable - RPG program EFRUP011 reads records from ASW payment proposal files and creates CIBC EFT interface transactions.

Accounts Receivable – RPG program ARREFT40 is called from ‘View Statement Control Periods’ to read records created by the statement run and create CIBC EFT interface transactions.

These transactions are sent to CIBC via their Business Banking web site.

1 01000 01000332370152291386 0010009001016512 uniPHARM CAD
5 7001386 08/17015237
6C 0002120700037311 000147216812293/1607P1 BALANCED HEALTH INTEGR
6C 00048024008600426726 000081617610164/1607P1 CLINIC DRUG STORE
6C 00049352009700646887 000060041710292/1607P1 FRONT STREET PHARMACY
6C 0003023201050798 000025661411286/1607P1 GLOVER'S MEDICINE CENT
6C 0004918605209049 000024437312305/1607P1 LONGEVITY COMPOUNDING
6C 0001098901036867 000016364010699/1607P1 PEOPLES DRUG MART #175
6C 001610690201834001 000000514411706/1607P1 PHARMASAVE #027
6C 0002920800006211 000077974312169/1607P1 PRESCRIPTION HEALTH ST
6C 0010029208821216 000267932611044/1607P1 SUNNYSIDE EVERGREEN PH
6C 0003028801056639 000099383111306/1607P1 SURLANG MEDICINE CENTR
6C 0001098901027581 000035411310684/1607P1 TOFINO PHARMACY
6C 0001321701006913 000195974411105/1607P1 VICTORIA COMPOUNDING P
6C 0001083801029021 000080552711112/1607P1 VITA VIE PHARMACY
6C 0010005209602011 000292013711124/1607P1 WEST END MEDICINE CENT
6C 0002913890015113 000277018711566/1607P1 WESTWINDS PHARMACY LTD
77000000150000000000 000016821140
9000001000015

Batch number (1386 in first and second record) – This sequential number ensures that no batches are missing, or posted twice.

Date (08/17, 015237 in second record) – Format is month / day, then Julian.

Transaction Amount (first 10 digits in second block of numbers), D/C for debit or credit (second character of detail record) - The amount on the trailer must be equal to the total of the transactions.

If Nancy realises, after the file has been sent, that is something wrong, she can delete it from the bank, edit it on her PC, and resend it. But she must increment the sequential number in the file, then I.T. must also increment the control file. To do that, go to Unity / Start uniPharm Extensions / VA Company / Work with UWD IT Tools / FTP Connections.

To change the number for A/P, select ‘A/P FTP Configuration’. Press page down to see the record.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : EFCONFR File . . . . : EFCONFP

*RECNBR: 1 Next Create No: 2173
CIBC Originator #: 0100043801 EFT Tx Type: 460
Originator Short Name: uniPHARM
Originator Long Name: uniPHARM Wholesale Drugs Ltd.
Sett Inst ID: 010 Sett Branch Transit: 16512
Settlement Account: 0090010
CIBC EFT Data Folder: EFT
OMS footer line 1: Please be advised that with the electronic funds transfe
r (EFT) run
OMS footer line 2: above, the following invoices/credit notes will be settl
ed. Please
OMS footer line 3: direct any questions or concerns to Nancy Ng at 604.276.
5202 or
OMS footer line 4: nancyn@unipharm.com.

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

Change the ‘Next Create No.’ to the next available sequential number. Press enter to update, then F3 and enter to exit.

To change the number for A/R, select either ‘Statement CAD EDI Config’ or ‘Statement USD EDI Config’. Press page down to see the record.

WORK WITH DATA IN A FILE Mode . . . . : CHANGE
Format . . . . : EFARCONFR File . . . . : EFARCONFP

*RECNBR: 1
Next Create No: 1388
CIBC DR Originator #: 0100023576
CIBC CR Originator #: 0100033237
EFT Tx Type: 700
Originator Short Name: uniPHARM
Originator Long Name: uniPHARM Wholesale Drugs Ltd.
Sett Inst ID: 010
Sett Branch Transit: 16512
Settlement Account: 0090010
CIBC EFT Data Folder: EFT

F3=Exit F5=Refresh F6=Select format
F9=Insert F10=Entry F11=Change

Change the ‘Next Create No.’ to the next available sequential number. Press enter to update, then F3 and enter to exit.

=Cannot Add to Standing Order=

Program FMR205 allows user to add, change, and delete records in a standing order. Every time a record is added, it is given the next sequential record number; the numbers from deleted records are not reused. This field (in file SRODTGI) is only 3 digits, so once 999 records have been added, records start being overwritten. The only option is to stop using this group, and create another one.

=FIN03KFMG Does not Balance to FIN03=

Use Query to look at records in ANOSTK that have

KESUTA = A11
KEMK01 = 730200

Look at field KEMK14. It should be MISC for all records. If it is not, it must be changed.

When an out of balance journal is forced to update, it creates a balancing record into the out of balance account, or 730200. When this transaction is added to ANOBAL, for some reason it does not set the proper keys.

Account number 730200 is set up in the chart of accounts to have a second summary identity of MISC, so why is it updated to a summary ID of blank?

Use DFU or EZVIEW on file AN1STK to make the key fields (11 to 14) the same as the other records that match this account number (parts 1 to 6).

==Rebuild the ‘KPMG statement section’==

Only ASW administrators can do this, so sign on as FINADMIN.

On a command line in ASW, key in GO GLPER and press enter. Select the option ‘Rebuild summary identities’.

*VA/480B* G/L summary identity rebuild 5/26/15 18:25:09 FMR22201
-------------------------------------------------------------------------------
Summary identity Changed Summary identity Changed
Statement Section... N
Cost Center Group 1. N
Cost Center Group 2. N
KPMG stmt section... N

NO SUMMARY IDENTITY HAVE BEEN CHANGED

THIS JOB WILL BE CANCELLED

If this process will not run, because no changes have been made, you can force it by setting the changed flag to ‘Y’ in G/L Control File Maintenance.

Key in GO GLSET and press enter. Select the option ‘Work with G/L control file’.

Press Enter until this screen shows.

*VA/480B* G/L control file maintenance 5/26/15 18:27:42 GDMD0922
-------------------------------------------------------------------------------
Related to
account part Changed
Summary id part 1... Statement Section 1 N
Summary id part 2... Cost Center Group 1 4 N
Summary id part 3... Cost Center Group 2 4 N
Summary id part 4... KPMG stmt section 1 N

F7=Translate

Change the column ‘Changed’ to Y for the section you want to rebuild (in this case ‘KPMG stmt section’), then go back to ‘Rebuild Summary Identities’.

Check results by running the report. Go to ASW / business reporting / work with reports. Print (option 6) FIN03-KPMG for the appropriate year and period .