Update Responsibility Report Titles

To update or review the headings and line descriptions used on responsibility reports, perform the following procedures.  Responsibility report heading and line description records can be added, changed, deleted, mass maintained, and reviewed, and entire responsibility reports can be deleted using this conversation.

Select Function

1.   Enter the Responsibility Report Titles report file maintenance option on the GLMENU to display the Responsibility Report heading screen (GL400S01).

Determine Processing Mode

2.   This conversation supports two processing modes that determine the type of updating to be performed.  You will use enter mode to add heading and line description records.  You will use review mode to change, delete, and review heading and line description records, and to delete reports.

The conversation begins with the heading screen displayed in enter mode, if the user is authorized to enter titles.  Press the Search key (F10) to display the Responsibility Report Title File Search Screen in review mode.  (See step 5, Select Heading or Line Description Records for Review.)  This screen is displayed initially if the user is not authorized to enter titles.

Add Heading Records

3.   To add a heading record, enter data in the input fields on the heading screen and press the Enter key.  If any data is invalid or if the specified record already exists on the file, an error message is displayed.  If the data is valid, the heading record is added to the file, and the heading screen is redisplayed in enter mode.  The major responsibility code you entered on the previous screen is redisplayed on this screen.  However, you should change this field value if the record you are adding requires a different value.  As long as you are adding heading records to the file, the heading screen continues to be displayed.  You can enter either 132 characters or 198 characters for the heading depending on whether the 132- or 198-character-wide format will be printed, as defined by entries made in category 025 in the Reference File.

Add Line Description Records

4.   To add a line description record, first press the Line Descriptions key (F8) from any valid screen.  This displays the Responsibility Report Line Description Screen (GL400S02).

Enter data in the input fields on the screen, and press the Enter key.  If any data is invalid or if the specified record already exists on the file, an error message is displayed.  If the data is valid, the line description record is added to the file, and the line description screen is redisplayed in enter mode.  The major and minor responsibility codes and the company, location, and account number entered on the previous screen are redisplayed on this screen.  However, you should change these fields if the record you are adding requires different field values.  As long as you are adding line description records to the file, the line description screen continues to be displayed.

Select Heading or Line Description Records for Review

5.   To initiate review mode, press the Search key (F10) to display the Responsibility Report Title File Search Screen (GL400S03).  This screen is used to retrieve existing heading and line description records to change, delete, or review them.

Enter data describing the record you want to review in the input fields on the search screen, and press the Enter key.  You can enter all search screen fields, or a partial record-identifying key.  The heading or line description screen for the specified record is displayed.

If a record matching the specified data is not found, the screen for the next subsequent record on the file is displayed.  If multiple records match the specified data, the screen for the first matching record on the file is displayed.  If you enter no data on the search screen and press the Enter key, the screen for the first record on the file is displayed.

The Previous Rec key (F5) and Next Rec key (F6) allow you to page backward and forward through the file to retrieve a specific record for review.

Change Heading or Line Description Records

6.   To change a heading or line description record, press the Search key (F10) to initiate review mode.  (See step 5, Select Heading or Line Description Records for Review.)  Then display the heading or line description screen in review mode for that record.  Update data in the appropriate fields on the screen, and press the Enter key.  The data is validated, and, if it is valid, the updated record replaces the existing one on the file.

After a record is changed, the next record on the file is displayed. 

Delete Records or Reports

7.   To begin a delete transaction for a heading or line description record, press the Search key (F10) to initiate review mode.  (See step 5, Select Heading or Line Description Records for Review.)  Then display the Heading or Line Description Screen for that record in review mode.  Press the Delete Record key (F14).  A confirmation message appears on the screen.  To delete the record, press F14 again.  To cancel the delete record request, press any other valid command key or the Enter key. 

To begin a delete transaction for an entire responsibility report, display a heading or line description record used on the report and press the Delete Report key (F13).  A confirmation message appears on the screen.  To delete the report, press F13 again.  To cancel the delete report request, press any other valid command key or the Enter key.

After a record or report is deleted, the next record on the file is displayed. 

Mass Create Report Titles

8.   To create new report titles based on an existing set of report titles, press the Mass Maintenance key (F19), from any valid screen.  This displays the Responsibility Report Title File Mass Maintenance Screen (GL400S04). 

To create a new report that will duplicate an existing report, enter only the from and to report fields.

To create a new report that contains some of the report titles from an existing report, again enter the from and to report fields.  Then enter the range of titles from the report to be duplicated.  To do this, enter the from and to minor responsibility, company, location, account number and sequence number of the records to be duplicated on the from entity line.

To duplicate the report titles from an existing report line for a new report, again enter the from and to report fields.  Then enter only the from minor responsibility, company, location account number and sequence number field on the from report line.  If the created titles will have a different minor responsibility, company, location, account number and sequence number, enter the from minor responsibility, company, location account number and sequence number fields on the to report line.

After you enter the creation parameters, select the submit code.  This code determines when the new titles are created.  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 on a new mass maintenance screen.  The mass change 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, mass change processing is performed interactively.  The message "Mass maintenance in progress" is displayed.  The message "Maintenance request completed" is displayed after the mass creation processing is completed.

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

Change Report Number

9.   To change the report number for a set of report records, press the Mass Maintenance key (F19) from any valid screen.  This displays the Responsibility Report Title File Mass Maintenance Screen (GL400S04). 

Enter the report number and the from and to ranges of records to be modified.  Enter the values (minor responsibility code, company, location, and account number) on the existing records to be changed on the from line and the new values (minor responsibility code, company, location and account number) on the to line.

After you enter the from and to values, select the submit code.  This code determines when the requested changes will be made.  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 on a new mass maintenance screen.  The mass change 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, mass change processing is performed interactively.  The message "Mass maintenance in progress" is displayed.  The message "Maintenance request completed" is displayed after the mass change processing is completed.

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

End Session

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