Update History Master File

To update master file and transaction histories, perform the following procedures.  The Cumulative Transaction File can be cleared of a year's transactions, and/or a year of Account/Center Master File history and/or a year of Account/Center Master File records can be added or removed from the History Master File.  This processing is performed on a location basis. 

Select History Maintenance Screen

1.   Enter the History Maintenance master file maintenance option on the GLMENU to display the History Maintenance Screen (GL950S01).

Define Processing Location

2.   Enter the company and location fields to perform history processing for a specific location. 

Delete Posted Journals

3.   Enter the year for which posted journals will be deleted from the Cumulative Transaction File.  This deletion process should be performed once a year after the final backup of the Cumulative Transaction File.

After you choose the year to be processed, select the submit code.  (See step 8, Submit Request.)

Remove Master File History

4.   Enter the year for which History Master File records will be deleted.  This deletion process should be performed after you determine that the master records for the specified year are no longer required for user reporting, and after the final backup of the History Master File is made.

After you choose the year to be processed, select the submit code.  (See step 8, Submit Request.)

Copy to Master File History

5.   Enter the year for which Account/Center Master File records will be copied to the History Master File.  This copy processing should be performed once a year after the Account/Center Master File is final posted for the last period of the year, and after the last backup of the Account/Center Master File is made.

After you copy the Account/Center Master File to the History Master File, select the submit code.  (See step 8, Submit Request.)

Delete Master File Records

6.   Enter the year for which Account/Center Master File account balances will be deleted.  Make sure that the records for the specified year are no longer required for user reporting.

After you choose the year to be processed, select the submit code.  (See step 8, Submit Request.)

Delete Account/Center for Current Year

7.   Enter the account/center number that should be deleted from the system for the current year.  These account records may be deleted only if there are no outstanding balances and if no translations to that account are on the transaction file. 

Submit Request

8.   The submit code determines when the history processing will be performed.  When you set the submit code to Y and press the Enter key, a job is submitted to perform history processing.  The message "History request submitted" is displayed and the Request Screen is redisplayed.  The job is held for later processing.  (See the Releasing Submitted Jobs topic for more information on job scheduling.)

When you set the submit code to N and press the Enter key, history processing is performed interactively.  The message "History maintenance in progress" is displayed.  The message "History request completed" is displayed when all history processing is completed.

When a large number of history records are processed interactively, the terminal from which the print request is entered may not be available for an extended period of time.  Also, interactive computer resources may be unduly taxed by this processing.

When all report requests have been processed, end the session.  (See step 10, End Session.)

Cancel Request

9.   To cancel history processing requests before you submit the job, press the Exit key (F3).  All selected processing is canceled and the GLMENU is redisplayed.

End Session

10.  To end the conversation and redisplay the GLMENU, press the Exit key (F3).