This section describes the options available on the System maintenance menu. This menu contains system level facilities such as file creation and control parameters which are restricted to high priority users. As a rule, it should be considered essential to contact your consultant before using any of these options. Print all AJ daybooks and Accrual types are available at system supervisor/accounts manager level
Print all AJ daybooks: This performs the same basic functions as Print daybooks on the main menu, except that it prints all daybooks awaiting processing irrespective of the terminal on which the posting run was done. Please see also comments on daybook printing in The Structure of Accruals.
Although you may routinely do one posting run, and thus have only one daybook to print in a typical accounting period, the Print all daybooks function may be of use in such situations as:
A posting run followed by a cancellation before daybooks are printed.
Some new accruals are added after the posting run, and another run is done to post the new accruals. (Remember the system stops an accrual being posted more than once in a given period, therefore this is a convenient procedure.) If no daybook was printed after the first posting run then, once again, more than one daybook is in the accounts transaction buffer waiting to be processed.
Prevent or allow access: If there is a need to prevent users from entering the Accruals module for any reason, for example during some form of system maintenance or support, this option is used. By preventing access you stop 'new' users entering the module, and also prevent current users from re-entering the module after they have left it.
Note: Access must be allowed again from the same terminal on which the Prevent/allow access option was originally run.
Verify accruals: This option in the System maintenance menu verifies that the sum of the value of all the accrual postings relating to a specific header, equal the value in the header record. If any errors are found, the operator should use the next option on the menu, Rebuild accruals, to update the value in the header based on the total of the individual postings. If this option is run as part of the End-of-Day routine, and any errors are found, the Rebuild option is called automatically.
Rebuild accruals: This option is used should a failure cause a corruption of the accruals files, and must only be used by, or on advice from, your consultant or support personnel.
Accrual defaults: Any default values required to automatically appear when creating a new accrual is set up using this option. It is important to put valid data in at least the 'Accrual type', 'Control account' , 'Auto reverse', and 'Amended' fields.
Reset in use flags: This option resets any file and record lock flags which may have been left 'in use' by an operator performing an illegal exit from the module (such as turning their terminal off whilst editing an accrual record), or leaving their terminal logged in during the End-of-Day).
File usage statistics: This option provides you with either a graph or a report of the state of the two files in the Accruals module, warning automatically if either of them is becoming full.
Verify files: This option checks the integrity of the two data files within the Accruals module from a Unix perspective, checking aspects such as the number of records in the index is the same as the number of records in the data area, and the free record chain is intact, etc.
System parameters: Important parameters which govern the running of your accruals module, such as accrual number format and audit trail requirements, are set in this option. It is ESSENTIAL that the system parameters are correctly set up BEFORE entering any live data. Please ensure you have discussed this with your consultant before using the module.
