Update Account/Center Master File

To update or review the contents of the Account/Center Master File, perform the following procedures. This conversation can be used to add, change, enter information in user-defined fields, deactivate, reactivate, mass maintain, and inquire into Account/Center Master File records. Both financial and statistical records can be updated and reviewed.

Select Function

1. Enter the Account Master Maintenance option on the Draft Management Menu to display the Account/Center Selection Screen (CF220S01).

Select Account and Type of Processing

2. The selection screen is used to select the Account/Center Master File record to be processed and the type of processing for the conversation. Enter the transaction code to indicate whether an account will be added, changed, deactivated, or reactivated. After you enter data into the input fields on the screen, press the ENTER key.

If you will perform mass create or change processing, leave the fields on the selection screen blank. Press F19-Mass Change to initiate mass change processing. (See step 13, "Mass Change Master File Records.") Press F20-Mass Create to initiate mass creation processing. (See step 9, "Mass Create Master File Records.")

Add Account/Center Master File Records

3. To add a record to the Account/Center Master File, enter the company, location, account and center numbers assigned to the new record. Enter an A in the transaction code field. (The actual code used is user-defined on Reference File category 338.) Press the ENTER key to validate the data. If any data is invalid, or if the record already exists on the file, an error message is displayed. If the data is valid the Financial Account/Center Detail screen (CF220S02) is displayed.

Add Financial/Statistical Records

4. The Detail screen contains information required for financial statement and responsibility report generation, account effectivity checking and foreign currency processing, and the data type of the record (financial-F, statistical-S, or both-B). Enter the data in the appropriate input fields and press the ENTER key. The data is validated and the User-Defined Fields screen (CF220S05) is displayed. You may enter data specific to your company on this screen.

To add the record to the Account/Center Master File and end the financial transaction, press F22-End Transaction, from any screen.

Data entered on all previous screens is revalidated. If any data is invalid, the screen on which it can be corrected is displayed. If all the data is valid, the Account/Center Master File is updated.

Because each maintenance transaction is not posted to the Account/Center Master File until you press F22-End Transaction, it is possible to cancel all processing for a transaction any time before the end of the transaction. To cancel a maintenance transaction, press F13-Cancel Transaction. This causes a new selection screen to be displayed.

Change Account/Center Master File Records

5. To change records on the Account/Center Master File, enter the company, location, account and center numbers that identify the record.

Enter C in the transaction code field. (The actual code used is user-defined on Reference File category 338.) Press the ENTER key to validate all the data. If any data is invalid or if the record does not exist on the file, an error message is displayed. If the data is valid, the Detail screen is displayed.

Change Financial/Statistical Records

6. The Detail screen contains information required for financial statement and responsibility report generation, account effectivity checking, statistical account processing, and foreign currency processing. Change the data in the appropriate input fields and press the ENTER key. The data is validated, and if it is valid, the User-Defined Fields screen (CF220S05) is displayed. You may enter or change data specific to your company on this screen. After you enter information on this screen and press the ENTER key, the Financial Actual Amount screen is displayed if the account data type is financial (F) or both (B). The Statistical Actual Quantity screen is displayed if the account data type is statistical (S). The Statistical Actual Quantity screen is displayed after the Financial Actual Amount screen if the account data type is both (B).

Use of the Financial Actual Amount screen is optional during a change transaction. This screen is displayed only if the account date type is financial (F) or both (B). You will use this screen only to display historical amounts for the Account/Center Master File record. The budget amounts for the current budget, specified on Reference File category 134, are displayed for the account for comparison to actual account balances. Use of the Statistical Actual Amount screen is optional during a change transaction. You will use this screen only to display historical quantities for the Account/Center Master File record. The budget quantities for the current budget specified on category 134 are displayed for the account for comparison to actual account balances.

To update the descriptive record on the Account/Center Master File and end the transaction press F22-End Transaction from any screen.

Data entered on all previous screens is revalidated. If any data is invalid, the screen on which it can be corrected is displayed. If all the data is valid, the Account/Center Master File is updated. The Selection screen is then displayed.

Delete Deactivate/Reactivate Master File Records

7. To select Account/Center Master File records to deactivate or reactivate, enter the company, location, account, and center numbers for the first master record to be processed.

Enter E to perform deactivations or R to perform reactivations. (The actual codes used are user-defined on Reference File category 338.) Press the ENTER key to validate all the data. If any data is invalid or a record does not exist, an error message is displayed.

To complete the indicated function and update the Account/Center Master File, press F22-End Transaction, from any conversation screen.

Because each maintenance transaction is not posted to the Account/Center Master File until you press F22-End Transaction, it is possible to cancel all processing for a transaction at any time before the end of the transaction. To cancel a maintenance transaction, press F13-Cancel Transaction. This causes a new selection screen to be displayed.

Copy Account/Center Records

8. To copy Account/Center Master File records, enter the account for which you want to have record information copied, the Reference Account. and a K in the Transaction Code field (the actual codes are user-defined on Reference File category 338). Press the ENTER key.

The Detail screen (CF220S02) is displayed. Enter the Account Type and press the ENTER key. The User-Defined Fields screen (CF220S05) is displayed.

To update the Account/Center Master File and end the transaction, press F22 - End Transaction. Or, press F13 - Cancel Transaction to prevent the account from being posted to the Account/Center Master File.

Mass Create Master File Records

9. To create new Account/Center Master File records based on an existing set of master records, press F20-Mass Create from the selection screen. This will display the Account/Center Master File Mass Maintenance Modeling screen. This screen can also be displayed from the Account/Center Master File Mass Maintenance Change screen. (See Step 12, "Mass Change Master File Records.")

You will define two sets of parameters for mass creation processing. The first set of parameters defines the master records to copy and the new entity the master records will be created for. The second set of parameters identifies the values for the responsibility code and effectivity dates that will be assigned to the created master records.

Create a New Location

10. To create records for a new location based on the master records for an existing location, enter data for the existing location in the from fields and data for the new location in the to fields. Leave all account and center number fields blank. Master records for the new location will be created identical to the existing location except for the responsibility code and effectivity dates. Identify the new values for the responsibility code and effectivity dates. To initiate mass creation processing see step 13, "Determine Processing Mode."

Create a New Center

11. To create records for a new center based on the master records for an existing center, enter the company, location, starting account number, and ending account number for the existing center in the from fields. Enter the existing center number in the first from center field. Enter the company, location and center number for the to fields. Set the processing sequence to C for center and identify the new values for the responsibility code and effectivity dates.

To initiate mass creation processing see step 13, "Determine Processing Mode."

Create New Master Records

12. To create records for a new account based on the master records for an existing account, enter the company, location, starting center number, and ending center number for the existing account in the from fields. Enter the existing account number in the first from account field. Enter the company-location and account number for the to fields. Set the processing sequence to A for account and identify the new values for the responsibility code and effectivity dates.

To initiate mass creation processing see step 13, "Determine Processing Mode."

Determine Processing Mode

13. After you identify the mass creation parameters, select the submit code that determines when the mass creation processing will be performed.

When you set the submit code to Y and press the ENTER key, a job is submitted to perform the mass creation processing. The message Mass maintenance request submitted is displayed and the Mass Maintenance Modeling screen is redisplayed. The mass create job is held for later processing. (See the Releasing Submitted Jobs topic in the Key Concepts and Procedures section for more information on job scheduling.)

When you set the submit code to N and press the ENTER key, mass creation processing is performed interactively.

The message Mass maintenance in progress is displayed. The message Maintenance request completed is displayed when all new master records are created.

When a large number of master records are created interactively, the terminal from which the mass creation request is made may not be available for an extended period of time. Also, interactive computer resources may be unduly taxed by this processing.

You can continue to submit mass create requests on the Mass Maintenance Modeling screen. After all requests are processed, end the session. (See step 15, "End session.")

Mass Change Master File Records

14. To change one or more Account/Center Master File record, press F19-Mass Change from the selection screen or the Mass Maintenance Modeling screen. This will display the Account/Center Master File Mass Maintenance Change screen (CF230S02). This screen is used to initiate a mass change of master record data fields and the status of master records.

To define the record or range of records to be changed, enter the company, location and the to and from account/center fields. Enter the sequence field to determine whether to process master records in account or center number sequence.

Transaction codes determine the type of processing to be performed. Enter C in the transaction code field to perform mass changes, V to deactivate the specified records, or R to reactivate the specified records. These maintenance codes are user defined on Reference File category 338.

When you are making mass changes, enter the values of the fields to be changed in the from fields, and the new values in the to fields.

After you identify the mass change parameters, select the submit code that will determine when mass change processing will be performed.

When you set the submit code to Y and press the ENTER key, a job is submitted to perform the mass change processing. The message Mass maintenance request submitted is displayed and the Mass Maintenance Modeling screen is redisplayed. The mass change job is held for later processing. (See the Releasing Submitted Jobs topic in the Key Concepts and Procedures section for more information on job scheduling.)

When you set the submit code to N and press the ENTER key, mass change processing is performed interactively. The message Mass maintenance in progress is displayed. The message Maintenance request completed is displayed when all master records are changed.

When a large number of master records are changed interactively, the terminal from which the mass creation request is made may not be available for an extended period of time. Also, interactive computer resources may be unduly taxed by this processing.

You can continue to submit mass change requests on the Mass Maintenance Change screen. After all requests are processed, end the session. (See step 15, "End Session".)

End Session

15. To end the conversation and redisplay the Draft Management Menu, press F3-Exit.