The Update files from DMS option is only shown on the Payroll System Maintenance menu if you are using a payroll system in a separate environment to the main accounts system, known as Stand Alone Payroll or KPay and if the system is set up for updating files and your payroll priority is 6 or higher.
Warning: Update files from DMS may only be used if the payroll system resides on the same server as the main accounts system.
Note: This option is normally run nightly as a part of the timed operation process.
To access Update files from DMS
The payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the System maintenance option.
The PR SYSTEM MAINTENANCE menu is displayed.
Select the Update files from DMS option.
The Update files from Dealer Management System form is displayed.
The Update files from Dealer Management System form is displayed when you select the Update files from DMS option from the PR SYSTEM MAINTENANCE menu.
What do you want to do or be advised about?
Update files from DMS
To update the files from the Dealer Management System (DMS) or main accounts system simply press the Continue button. The form will show you each file being updated and return you to the PR SYSTEM MAINTENANCE menu. Nominal ledger files have records added to and deleted from on the KPay system in order for the data file contents to match those on the main accounts system. The user details record only has records added to on the KPay system.
BUTTONS:
Continue: Updates the nominal ledger look up and user files and returns you to the PR SYSTEM MAINTENANCE menu
Exit: Returns you to the PR SYSTEM MAINTENANCE menu
Help: Displays help on the current application in your default company browser.
Which files are updated?
The following files are updated on the KPay system:-
Nominal Ledger files
The following Nominal ledger (NL) files have records added to and deleted from the KPay lookup file in order for the contents of the look up file to match the contents of the file on the main accounts system.
Accounts companies control - accom
Accounts - accts
Cost centres - ccent
Cost centre groups - ccgrp
Cost centre splits - ccspl
Currencies - curcy
Period dates - dates
Accounting divisions - divsn
Expense codes - expen
Expense code groups - exgrp
Account exclusion - excld
System parameters - systm
Other System files
System files such as the users are only added to on the KPay system. User records are not deleted from the KPay system in order to handle situations where there are two or more main environments and on systems where different user ids are used on the main accounts and KPay systems.
User details - GB users
What do you want to do?
What update options are there?
The following options are available:-
Full update: The full update of the nominal ledger look up files and user details is the norm and is achieved by the software supplier setting ENV("KPAYUPDATEFROMDMS") = "TRUE" and ENV("KPAYUPDATEEXCLUSION") = " " or not declaring ENV("KPAYUPDATEEXCLUSION"). The update files option will only work if the payroll system parameters are correctly completed and if the payroll system resides on the same server as the accounts environment.
No update: In order for there to be no update it is necessary for the software supplier to set ENV("KPAYUPDATEFROMDMS") = "NONE" and for any users logged into the payroll system to log off and back in again. This will prevent the Update files from DMS option appearing on the System maintenance menu or for the update being performed within the timed operation updating any of the data files. The Update files from DMS option should for safety reasons however not be included in the timed operation if the option is not to be used.
Partial: It is possible to prevent a list of up to 100 nominal ledger companies from being updated. One reason for this is if there are two or more main accounts environments being used with the same nominal company present using different accounting structures. If this is required the software supplier needs to set ENV("KPAYUPDATEEXCLUSION") = "C1C2C3" etc where C1, C2 and C3 are company identifiers that are not to be updated.
What do you want to do?
What set up is required?
The following set up is required by the software supplier for the Update files from DMS to operate correctly:-
Define ENV("KPAYUPDATEFROMDMS") = "TRUE" within the $HOME/UserEnv.txt file
Define as required ENV("KPAYUPDATEEXCLUSION") within the $HOME/UserEnv.txt file
Complete for each payroll company the Main accounts system TAB system parameters called Remote home directory path using the full path name such as /user1/home and Remote revision
All users should log completley off the payroll system back to the desk top and log in again.
What do you want to do?
