Information Systems:Auto cash not run as scheduled

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Read more about auto-cash here.

Problem description

Auto cash needs to run on period-end dates. The program design currently does not allow for manual runs (i.e. for a select date range), and thus it is an issue when Auto Cash is not run on schedule. The problem is rare (happened in 2010, 2017), and will likely be very obvious - Accounting will report it and say it will need to be fixed before they can run statements.

The issue here is that the program uses the current date to create the entries.

Solution

The current fix involves hard-coding the date (setting date variables to a constant value) into the auto-cash program and recompiling. It requires some programming know-how - use caution.

  • Locate the source for Z1FR100 in XX2480BP (QRPGLESRC). This is the auto-cash application. Use Rational Developer.
  • Look for the lines labeled 'temp'. Fortunately, Sheila marked these when she encountered the problem in the past. These are the date variables.
  • Uncomment the line and set the date to the desired period-end date. For example, if running on Oct. 2 for Sep. 16 - Sep. 30, then use '20170930'.
  • (Optional) Comment the line above (where the variable is set to a dynamic value). Technically, it should be ok if you have two variable declarations (as a latter statement will always override the former one), but who knows, it's RPG.
  • Save the file, but do not compile.
  • On a green screen, locate the source again using WRKMBRPDM.
  • Enter 'AC' beside it and press F4. This stands for 'ASW Compile' and is a hidden option. This is important for making sure the program can access ASW files (doing a normal compile e.g. in RDi will cause issues when you run the application). Read here for more info.
  • The defaults should suffice, but ensure that you're compiling it into the right library. REPLACE OBJ should be (*YES) since you're overwriting the existing program.
  • Have Accounting run Auto Cash. If it is locked (Autocash is active), read here.
  • Now undo the changes. This is extremely important for obvious reasons. Re-comment the 'temp' lines. Uncomment the original statement.

Back-dating transactions

If auto-cash is being run for a previous period, then a bunch of edits to the G/L-entry work files need to be made. These files are like the other interface or batch input files of ASW - they are work tables that are written to by extension programs, and an ASW program is called in the end to process these entries into ASW tables. The steps are:

  • First, running auto-cash will have created a batch to be posted (into ASW). This will be automatically be reviewed by Nancy (or maybe Christine).
  • There will likely be a request from Accounting to change the date/period of these entries. Ask for the batch number(s).
  • Query SROTRAA, using the batch number to filter through the records. This file (and the related work files) contain temporary records from various sources (e.g. other extensions trying to write to the G/L).
  • Change the date and period fields.
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