NEW TOOLBOX FUNCTION: TBF-007: Renumber G/L Account s Center

Size: px

Start display at page:

Download "NEW TOOLBOX FUNCTION: TBF-007: Renumber G/L Account s Center"

Samantha Richards
6 years ago
Views:

1 NEW TOOLBOX FUNCTION: TBF-007: Renumber G/L Account s Center Document Ref: TBF-007 Date: Jul 18, 2007 Document Version: 0.1 Modules Affected: Earliest available version of COINS: Documentation Updated: All Modules COINS Version 7 (software level 9.7c2.29) This document may contain information that is not incorporated into the documentation, such as procedures and sample reports, so you may want to keep a copy for future use. An archive of CE documents is available on the COINS USA Client Center web site at Construction Industry Solutions Corp 6 Airport Park Blvd. Latham, NY Construction Industry Solutions Corp

2 CONTENTS 1 Background Accessing the Account s Ctr Renumber Function Renumbering Profit Centers for G/L Accounts Enter Profit Centers in the Translation Table Import Translation Table Check User Field Content Export Data Account s Ctr Renumber Check Import Report Construction Industry Solutions, Jul 18, 2007 Page 2 of 15

3 1 Background The G/L Account s Ctr Renumber Toolbox program lets you modify the profit centers on selected G/L accounts. It is a useful when preparing to consolidate the Co/Div/Center/Accounts currently used in a COINS Business Systems database in order to meet the validation requirements of the Co/Div/Ctr/Account Merge toolbox (tbf005.p). NOTE This Toolbox program changes important information in your COINS database. It changes the profit centers on selected G/L accounts. You must have a current, verified backup before running the program. Contact COINS Support immediately if you suspect that this Toolbox program has not finished. Construction Industry Solutions, Jul 18, 2007 Page 3 of 15

4 2 Accessing the Account s Ctr Renumber Function Follow these steps to access the G/L Account s Ctr Renumber Toolbox program: 1. Select any module from the COINS Master Menu. 2. Select Report Menu from the module menu. 3. Select User-defined Reports from the Report Menu. Figure 1: User-defined Reports prompt User-defined Reports Enter Report Name: tbf007.p Enter tbf007.p at the Enter Report Name prompt. The Licensing Code prompt appears. Figure 2: Licensing Code Enter Licensing Code: XXXX-XXXX-XXXX Enter the authorized license code at the Enter Licensing Code prompt and press [Enter]. The code must be entered in upper and lower case characters, exactly as provided to you when you purchased the Toolbox program. NOTE The licensing code was provided to you when you acquired the G/L Account s Ctr Renumber program from COINS. 6. A warning screen appears when the licensing code is correctly entered, as shown in Figure 3. It reminds you that you need to back up the database before running the Toolbox program. Enter Y to continue to the Profit Center Renumber Menu. Construction Industry Solutions, Jul 18, 2007 Page 4 of 15

5 Figure 3: Message Screen 07/13/07 T O O L B O X d6-1/1/02 This program will renumber the Account's Profit Center. You must have a current, verified data backup before running it. Contact SHAKER Support immediately if you suspect that the program did not finish running. Do you wish to continue? Y Figure 4: G/L Account s Ctr Renumber Menu 07/13/07 T O O L B O X d6-1/1/02 G/L Account'S Ctr Renumber Menu 1. Enter Translation Table 2. Check User Field Content 3. Export Data 4. Account's Ctr Renumber X. Exit Construction Industry Solutions, Jul 18, 2007 Page 5 of 15

6 3 Renumbering Profit Centers for G/L Accounts The G/L Account s Ctr Renumber Toolbox program has the following requirements and limitations: It does not create Profit Center File Maintenance records. If an account is to be assigned a new center, the corresponding master record must already be on file. The only Account Types for which the Toolbox program will change profit centers are I (Income) and E (Expense) accounts. All entries for a Co/Div/Ctr must be mapped to the same new Co/Div/Ctr. 3.1 Enter Profit Centers in the Translation Table Use the Enter Translation Table option on the G/L Account s Ctr Renumber Menu to replace the old profit center with new profit center on an account-by-account basis. 1. Access the G/L Account s Ctr Renumber Toolbox program as described above. 2. Select Enter Translation Table from the G/L Account s Ctr Renumber Menu. 3. An Initializing, please wait message displays on the screen while the system builds the translation table. It retrieves all G/L Accounts that have either I (Income) or E (Expense) as the account type. 4. The Translation Entry screen appears as shown in Figure Scroll through the list and enter a new center for each account that you want to change. The center must already be on file in the Profit Center File, but the account cannot already exist. For example, if you want to renumber the highlighted line on the screen, the Account File can t already have a record for Co. 1, Div 1, Ctr 22, Account When you are done marking lines with the new profit center, press the slash key to display a strip menu. See below for explanations of the menu options. Construction Industry Solutions, Jul 18, 2007 Page 6 of 15

7 Figure 5: Translation Table 07/13/07 G/L Account's Ctr Renumber - Translation Entry d6-1/1/02 New Co Div Ctr Account Description Ctr* SERVICE MGT - LABOR SERVICE MGT - LABOR (SALES) SERVICE MGT - FRINGES (SALES SERVICE MGT - PR TAXES (SALE SERVICE MGT - PR INS (SALES) SERVICE MGT - REIM EXP (SALE SERVICE MGT - EQUIPMENT SERVICE MGT - MATERIAL SERVICE MGT - SUBCONTRACT SERVICE MGT - OTHER COST SERVICE MGT - WKORD CHG TO J S/M ACCRUED EXPENSE 0 Clear Import Print Search Exit Strip Menu Options Clear Import Print Search Exit Use to clear all the new information from the translation table and revert the New Ctr back to 0. Use to import translation data from a spreadsheet saved in.csv format. If you want to use this option, you must clear all entries from the translation table before importing it. See Import Translation Table for more information. Use to print the translation table information. There is a selection screen, so you specify the range of companies, divisions, centers, and accounts to include on the listing. Another useful selection option is Include Empty New Ctrs Only, which lets you list just the G/L Account records that have no translation data. Use to position focus within the translation table. Use to return to the menu. All changes to the translation table will be saved when you exit. Construction Industry Solutions, Jul 18, 2007 Page 7 of 15

8 3.2 Import Translation Table If you are changing the profit centers for many accounts, you may prefer to import a spreadsheet that contains the changes rather than individually selecting the accounts on the Enter Translation Table screen. 1. Prepare the spreadsheet in Microsoft Excel and save it as a.csv file (i.e., as a comma separated value text file). The file should be laid out as shown in Table 1; see Figure 6 for sample data. Table 1: Import Layout for.csv file Position Format 1 Description 1 3 digits Co 2 3 digits Div 3 3 digits Old Profit Center 4 7 digits Natural Account 5 30 characters Account Description 6 3 digits New Profit Center 1 If a character other than the digits 0-9 appears in one of the digit-only fields, the Check Import Report will display the following error: ** Invalid character in numeric input x. (76). Construction Industry Solutions, Jul 18, 2007 Page 8 of 15

Figure 6: Sample Data to be Imported 2. Place the file on the COINS server. 3. Access the Toolbox program as described in Access the Function on page 4.

9 Figure 6: Sample Data to be Imported 2. Place the file on the COINS server. 3. Access the Toolbox program as described in Access the Function on page Select Enter Translation Table from the G/L Account's Ctr Renumber Menu. An Initializing, please wait message displays on the screen while the system builds the translation table. 5. Press the slash key to display the strip menu. 6. Select Clear to clear any old entries from the translation table. 7. Select Import from the strip menu. 8. Fill in the Import screen, selecting the Check option as shown in Figure 7. COINS recommends that you check the import first (see Check Import Report on page 15), because if there are any errors, no information will be imported. 9. If the report is error free, return to the Import screen and select the Import option. Construction Industry Solutions, Jul 18, 2007 Page 9 of 15

10 Figure 7: Check Import 07/18/07 G/L Account's Ctr Renumber - Translation Entry d6-1/1/02 Import Check or Import (C/I): C Import File Name: ke-newctr.csv Printer* term Style* n Number of Copies: Check User Field Content Running this process during the G/L Center Renumber process is optional. The Renumber program stores the old Ctr in each record s userch (User Character) field. Since this field may be used in files or programs, protection is built into the Renumber program so that it will not write to a field that already contains a value. You may want to review the list of files that reference data within the userch field and determine if the data is valid and should be retained. All unneeded information can be programmatically flushed, which will open up the field to allow the toolbox to store the old data. NOTE: After the renumber has been deemed successful, you should contact COINS and request that a custom routine be written to flush all applicable userch fields. To check the user field content: 1. Access the Toolbox program as described in Access the Function on page Select Check User Field Content from the G/L Account's Ctr Renumber Menu. 3. On the selection screen, enter Y for Check User Field Contents and enter the print options for the report that this function produces. Construction Industry Solutions, Jul 18, 2007 Page 10 of 15

11 Figure 8: Check User Field Content 07/18/07 Acct Ctr Renum - Check User Field Content d6-1/1/02 Check User Field Contents (Y/N): Y Printer* term Style* n Number of Copies: Export Data Running this process during the G/L Center Renumber process is optional. The Export Data function exports the data for all data files that will be changed during the renumber process. This allows for quick retrieval of data, without restoring from backup, in the event the renumber does not meet expectations. To export the data files: 1. Access the Toolbox program as described in Access the Function on page Select Export Data from the G/L Account's Ctr Renumber Menu. 3. On the selection screen, enter Y for Export Data and enter the directory or path where the export file will be placed. Make sure that you specify a path name to a partition with sufficient disk space. Figure 9: Export Data 07/18/07 Acct Ctr Renum - Export Data d6-1/1/02 Export Data (Y/N): Y Export Directory: kimber Data Correct (Y/N): Y Construction Industry Solutions, Jul 18, 2007 Page 11 of 15

12 3.5 Account s Ctr Renumber Use the Account s Ctr Renumber option on the Toolbox program s menu when you are ready to renumber the accounts. COINS recommends that all transaction files should be posted prior to running the renumber procedure and a warning message will appear: WARNING: All transaction files should be posted prior to running the renumber procedure. Continue (Y/N): N However, files such as S/M Enter Work Orders are never in a state where all transactions are posted, so the renumber routine will update unposted transactions. The General Ledger must be posted. An error message will display and you will not be allowed to run the Renumber process until the G/L is posted: All G/L Journal Entries must be posted. The renumber routine will produce a report, both for the check and process events. All errors will be written to the report. To renumber the account s centers based on the translation table: 1. Access the Toolbox program as described in Access the Function on page Select Account's Ctr Renumber from the G/L Account's Ctr Renumber Menu. 3. Confirm that all transaction files have been posted. 4. Enter Y at the Process Translation File prompt. 5. Enter print options for the report that is produced by the renumber routine: Printer, Style, and Number of Copies. Figure 10: Account s Ctr Renumber 1 st Screen 03/28/06 Account s Ctr Renumber d6-9.7 INTCO/DV Process Translation File (Y/N): Y Although the Renumber routine updates files throughout COINS that have reference to a Ctr, the files listed below are not updated. Construction Industry Solutions, Jul 18, 2007 Page 12 of 15

13 Table 2: Excluded Files File G/L Division File Notes S/M Centers are not updated G/L Natural Account File G/L Fixed Allocation Calc File G/L Variable Allocation Calc File G/L Financial Reporting Group File G/L Report Definition/Ratio Factor G/L Report Heading Definition File J/S Standard Cost Code File J/S Job Status Allocation Calculation File Natural Accounts Debit Override Accounts S/M Work Order Security Defaults S/M Contract Budget Percents File S/M Tech Cost Class File Rates S/M Labor Billing Rate File S/M Material Price Schedule File BI Labor Billing Rate File BI Equipment Billing Rate File BI Material Billing Rate File BI Cost Code Quantity Rate File A/P Vendor File A/R Customer File Tax Jurisdiction File Natural Accounts only Natural Accounts only Natural Accounts EQ Cost Item File EQ Equipment File EQ Charge Rates - Operating EQ Charge Rates Ownership Construction Industry Solutions, Jul 18, 2007 Page 13 of 15

14 File P/O Inventory Location Item F/M Notes no update to the Adjustment Accounts no update to the Adjustment Accounts P/O Receipts Payroll Files S/M Contract Type F/M Natural Accounts used in the following PR Files: Company Calculation, Allocation Calculation, Deduction File, Employee Company Calculation, Employee Deduction File, Job Calculation, Standard Labor Rates, Tax Code, Union Calculation Centers SOP Order Class Construction Industry Solutions, Jul 18, 2007 Page 14 of 15

15 4 Check Import Report RUN DATE 07/18/07 15:39:19 COINS COINS TOOLBOX UTILITY PAGE 1 d6-multvhco/div/ctr/interc/interd IMPORT G/L ACCOUNT'S CTR RENUMBER REPORT REPORT NAME: tbf007 REPORT ONLY CO DIV CTR ACCOUNT DESCRIPTION NEW CTR ERRORS Drop trailer charge Obsolete inventory Freight charges Vendor cash discounts Labor-Fireplace Mantel Fabri Training costs all product l Minimum wage adjustment Temporary Help-Field & Wareh Subcontract labor Labor incentives all product 61 The 'New Ctr' does not exist. The entire Co/Div/Ctr must be mapped the same Overtime all product lines 65 Old account not found. ** Unable to update gl-acct Field. (142) RUN DATE 07/18/07 15:39:19 COINS COINS TOOLBOX UTILITY PAGE 2 d6-multvhco/div/ctr/interc/interd IMPORT G/L ACCOUNT'S CTR RENUMBER REPORT REPORT NAME: tbf007 REPORT ONLY CO DIV CTR ACCOUNT DESCRIPTION NEW CTR ERRORS *** 2 ERRORS ENCOUNTERED *** Construction Industry Solutions, Jul 18, 2007 Page 15 of 15

NEW TOOLBOX FUNCTION: TBF-004: Import G/L Journal Entries

NEW TOOLBOX FUNCTION: TBF-004: Import G/L Journal Entries NEW TOOLBOX FUNCTION: Document Ref: TBF-004 Date: Oct 31, 2003, rev. Sep 16, 2004; May 2, 2005; Mar 9, 2009 Document Version: 0.4 Modules Affected: Earliest available version of COINS: Documentation Updated: