This option gives access to the parameters utilised in Timed Operations by the Clear paid documents and Clear archived documents routines. Generally if you are clearing all accounts on the same basis there would be only two records held in this file. One record to control the clearing of the Main (live) files and one record to control the clearing of the Archive files.
To clear paid documents:
From the Autoline Master menu select the Purchase Ledger option and the Company you require.
The PURCHASE LEDGER menu is displayed.
Select the System maintenance option.
The PL SYSTEM MAINTENANCE menu is displayed.
Select the Clear paid documents parameters option.
The Clear paid documents params form is displayed.
The Clear paid documents parameters form is displayed when the Clear paid documents params option is selected from the PL SYSTEM MAINTENANCE menu. Within this form you can create, copy, amend and delete clear paid documents params codes.
To create your code, ensure the Blank radio button is enabled, click the Create button and Autoline initialises the form and requests the entry of an indicator to say whether this set of parameters relates to the (M)ain files (PL.trans, PL.paymt) or the (A)rchive files (PL.atran, PL.apymt). Click the Ellipsis ![[...]](Ellipsis.gif){kind=small}
button to search for an appropriate code.
The second part of the code you are requested to enter is the Run type (frequency flag), where this flag determines how often it is run during Timed Operations.
D: Run daily
W: Run weekly
M: Run monthly
Click the Ellipsis button to search for an appropriate code.
As the above two fields form the main key to the file, in this way, the selection criteria can be different for when the program is run and on which file it is executed.
When you have completed the key fields, the Clear Paid Documents tab fields must be completed.
| Run applicable: | This is a check box that, when ticked, indicates that this particular file and frequency combination is active. |
| Run date: | If the Run type is set to W or M, enter into this field the day of the week number for Weekly runs or the day within the month for Monthly runs. |
| Cutoff date type: | Enter the cut-off date type. Your options here are D for Days or M for Months. This field defines whether the cut-off date is calculated using a number of days or months entered. |
| Cut off date offset: | Enter here the number of days or months you want to be used in the calculation of a cut-off date for the Clear Paid documents and Clear Archived documents when run in Timed Operations. |
| Account codes (From and To): | Enter the range of account codes you want to be considered for paid document clearance. |
| Area codes (From and To): | Enter the range of area codes you want to be considered for paid document clearance. |
Tip: If you want to cover specific area codes, leave the Range boxes blank and enter up to 20 specific area codes below. |
When you have completed the information in the tab, click the Create button and the Message box is displayed Record created OK.
Autoline has a facility in create mode whereby you can clone an existing code as far as all its details are concerned but with a different prime key for the record. For example, in this case a Main/Archive with the same Run type. With the use of this facility you can quickly create a series of Clear Paid Document Parameters that you may require.
To use this facility you first need to load the record you want to clone.
This is done by clicking the Ellipsis button to select the appropriate code for each field in the key. When you have selected valid codes for both fields of the key, Autoline loads the requested record and the Message box returns Record loaded OK.
When the required record is loaded, ensure the Copy radio button is enabled, and then click the Create button. Autoline then copies the record and enables all the fields that can be edited if required, but you must at least change the Prime Key field(s). When you have edited the Prime Key field(s) and any other required fields, click the Create button and the Message box returns Record created OK.
Warning: If the Prime Key field(s) is/are left unchanged, the creation of your cloned record will fail. This is indicated by the message Failed - Duplicate key that is displayed when you click the Create button.
To use this facility you first need to load the record you want to amend.
This is done by clicking the Ellipsis button to select the appropriate code for each field in the key. When you have selected valid codes for both fields of the key, Autoline loads the requested record and the Message box returns Record loaded OK.
Click the Amend button and all the editable fields are enabled, and the Message box returns Record secured OK. Make your amendments as necessary and click the Save button, and the Message box returns Record saved OK.
To delete an existing record you must first load the record.
This is done by clicking the Ellipsis button to select the appropriate code for each field in the key. When you have selected valid codes for the fields of the key, Autoline loads the requested record and the Message box returns Record loaded OK.
Click the Delete button and all the fields become disabled and the Message box returns "Record secured OK".
Click the Delete button again and the Message box returns Record deleted OK.
On the Clear Paid documents paramters form the other buttons that appear can be utilised in the following manner:
| Exit: | This button is used to exit the facility and return to the PL SYSTEM MAINTENANCE menu. |
| Help: | Displays help on the current application using the default browser. |
| Cancel: | This button can be used to end any creation, amendment or deletion commands with out executing the commands. Therefore leaving the records unaffected. |
| Ad-hoc: | This button can be used to perform an Ad-hoc Enquiry on the Clear Paid Documents Parameters file. |
