The Structure of Accruals describes the fields in an accrual record. Within this there are details of the field Status which is used to suspend an accrual from further postings or to free an accrual after it has been suspended. Add/modify accruals can be used to action this status code on an ad-hoc basis. However, should a range of accruals require adjustment to the status code either automatically or with manual intervention, then you should use the Free/suspend accruals option.
Note: The report generator or ad-hoc enquiry feature can be used to regularly report on the status of accruals to aid selective management of the file. For example, a report could be produced monthly of suspended accruals for review by the accounts department.
The Free/suspend option can be used to:
Suspend, or free, all accruals of a given accrual type.
Suspend, or free,all accruals.
Suspend, or free, a range of accruals (by accrual number), either irrespective of accrual type, or for a given accrual type.
Carry out the above dependent on the auto reverse flag (for example, only free accruals that are not auto-reversed)
Run in one of two modes, automatic and manual.
Display a list of the records (In Manual mode), selected as above, for individual consideration on amending their status.
As previously stated the Free/suspend option can run in one of two modes, automatic or manual. This choice is one of the selection criteria of the run and is made by clicking on a radio button. Although the two run modes are substantially different, both start with the same form - that is, the input of selection form:
Mode: Defaults to Manual. Click the radio button Automatic if an automatic update is required.
Action: This item is only relevant if you have input the mode of Automatic. Enter an action of either Free accruals or Suspend accruals.
Range from: Enter the accrual number at which to start the update; leave blank to start at the first accrual on file. (Defaults to blank.)
Range to: Enter the accrual number at which to end the update; leave blank to end at the last accrual on file. (Defaults to blank.)
Type: Enter
the accrual type you wish to update, or leave blank for all accrual
types. (Defaults to blank.) There is a search option available here
by clicking the 
button. This allows you to search for type codes.
A/r: Enter Y to update only auto reverse accruals; enter 'N to update non auto reverse accruals. Leave blank to select both. (Defaults to blank.)
Current status This defines the existing status of the records to be updated. It defaults to 'A for all, and is not relevant to an automatic mode run. In a manual mode run (where accruals are being presented for consideration), enter if only suspended accruals need review, or if only free accruals need review.
On selecting the Free/suspend option from the main menu, the first form presented has an area at the top for the input of the selection criteria described in Selection Criteria and the menu:
Display Accruals: The button Display Accruals appears in conjunction with the manual mode. On clicking on it a list accrual header records appears.
Exit: Click the Exit button to return to the main accruals menu.
Automatic Mode: In automatic mode click the Process Accruals button to immediately update the file according to your various selection criteria without further intervention. During the update, the criteria form remains displayed, and the message Processing automatically' appears at the bottom of the form. When the update is complete, the message changes to 'Processing automatically - Completed OK .
Help: Displays help in your default company browser.
In manual mode, the system is going to scan the file according to the criteria, but rather than automatically update, it displays a summary list of the selected accruals (having clicked the Display Accruals button). You can then amend the status (between suspended and freed) of the displayed records by clicking on the records status field.
Double left clicking on the left hand grid displays more detailed information for that record. Right click to display a menu which can be used to free/suspend and view a record.
The detail displayed on each accrual is Accrual Number (ref), Type (T), Auto reverse flag (Rev), Control Account, Narrative and Value (items in parentheses give form column headings if different).
The right hand column of the form is the status column. It shows the current status of each accrual.
