The MA SYSTEM MAINTENANCE menu is displayed when you select the System maintenance option from the MANAGEMENT ACCOUNTS menu. Some of the options on the menu are only available to priority 9 users and therefore do not appear on your system.
Warning: Most of the options on the menu only concern the system supervisor. If you are in any doubt about functionality do not exercise any changes without assistance.
On accessing the System maintenance menu from the main Management Accounts menu you are presented with the following options:
Prevent/allow access: This option prevents users from entering the management accounts module. For example, you can stop new users entering the management accounts module and when current users leave the module, this option prevents them from re-entering it.
Cost centre global maintenance: This option assists in the speed of cost centre file maintenance where, for example, a group of cost centres change their reporting structure. Rather than change the mask on each cost centre affected a global update tool is available.
Cost centre defaults: This option allows you to create default records. A default record is essentially a 'typical example' of the records held in the file to which it relates.
Expense code defaults: This option allows you to create default records. A default record is essentially a 'typical example' of the records held in the file to which it relates.
Reset in use flags: The Reset in use flags program runs down the management accounts record files, resetting any records that are locked in use. Accounts records would only normally be locked if another user is accessing the same record as you at the same time. However, in the case of power cuts, or somebody inadvertently switching off a terminal that is accessing a record, it is possible for records to become locked. This option is normally run by a Timed Operation.
File usage statistics: This option provides you with a report of the state of the files in the management accounts module, warning automatically if any of them is becoming too full. The file usage statistics are designed to allow you to monitor the data files within each module. If any data files appear to be filling up, you should contact Autoline Support to arrange for the relevant file to be extended. The system gives you a graphic display of the relevant files within this module, and if required, you may display or print a file listing with more detailed information.
Verify files: This option carries out verification of all the management accounts data files. These verifications are run at a pre-defined level to ensure that the stored data is not damaged in any way. The option does not verify the database structure of all the files used in the management accounts module. This option is normally run by a Timed Operation.
System parameters: The system parameters define how certain areas of the management accounts system operate. The system parameters are set up by a support consultant when installing the system.
System controls: The system controls are set by the system, and under no circumstances should they be altered.
Analysis Sub-Fields: Defines how the analysis field on the Cost centre and Expense code record should be sub-divided.
Create Files: The option to Create files, requires access priority nine. This option should be used only by Kerridge personnel, or in certain circumstances, by the System Manager under the guidance of Kerridge.
