Manufacturing and AP Archiving
Contents
1. ARCHIVED RECORDS COMMANDS ETAIL POSTING EXPENSE REPORT IST A VOUCHER OR DEBIT MEMO IST GL DISTRIBUTION FOR A VOUCHER IST ALL VOUCHERS OR PAYMENTS FOR A VENDOR IST VOUCHER S FOR A VENDOR S INVOICE IST VOUCHERS FOR A P O IST VOUCHERS AND PAYMENTS IN SUMMARY IST VOUCHERS AND PAYMENTS IN DETAIL IST RECEIVERS IST A PAYMENT T U CJ CO WW ENTER NUMBER 300 VOUCHER DEBIT MEMO NUMBER 506046 VOUCHER 506046 USER 10 41 STATUS PAID DATE 12 29 02 VENDOR CAM380 REMIT TO VENDOR CAM380 CAMERA SHOP CAMERA SHOP PO BOX 790405 2820 FAIR RD ST LOUIS MO 63179 0405 MILLINGTON TN 38053 VOUCHER AMOUNT 435 10 INVOICE NH10938 11 DISCOUNT AMOUNT 00 INVOICE DATE 06 21 01 AMOUNT PAID 435 10 1 PAYMENT TERMS CODE N30 WRITE OFF AMOUNT 00 AMOUNT ON HOLD 00 DISCOUNT AMOUNT 00 DISCOUNT DUE DATE 00 00 00 DISCOUNT PERCENT 00 1 PAYMENT DUE DATE 07 21 01 FISCAL PERI OD 0601 SCHEDULED PAYMENT DATE 00 00 00 BANK CODE 11 PURCHASE ORDER NO RM060490 BANK NAME BANKERS TRUST INTEGRATED P INVOICED RECEIPTS 435 10 1009 NO PAYMENT METHOD 0 CONTINUE Y Y LIST PAYMENTS Y N LIST VOUCHERED RECEIPTS N VOUCHER DEBIT MEMO NUMBER E T AJP ARCHIVED RECORDS COMMANDS DETAIL POSTING EXPENSE REPORT LIST A VOUCHER OR DEBIT MEMO 5 1 LIST GL DISTRIBUTION FOR A VOUCHER 2 LIST ALL VOUCHERS OR PAYMENTS FOR A VENDOR 3 LIST VOUCHER S FOR A VENDOR S INVOI2. COMMAND TEST AP 0 E VED VED VED VED ITEMS o0 0 COMMAND TEST MG 0 1 663 List Archived Work Order Purchase Order records v1 01 LIST ARCHI VED RECORDS COMMANDS 300 LIST A WORK ORDER 301 LIST ALL WORK ORDERS FOR A PART 306 LIST WORK ORDER OPERATION STATUS 307 LIST A WORK ORDER S MATERIAL STATUS 309 WORK ORDER LABOR STATUS HOURS 400 LIST A PURCHASE ORDER IN DETAIL 401 LIST PURCHASE ORDER IN SUMMARY 402 LIST ALL PURCHASE ORDER LINE ITEMS FOR PART 403 LIST RECEIPT HISTORY FOR A PART 450 LIST A VENDOR 451 LIST ALL PURCHASE ORDER LINE ITEMS FOR A VENDOR 452 LIST PO RECEIPT HISTORY FOR A VENDOR ENTER NUMBER 401 LIST A PURCHASE ORDER IN SUMMARY PURCHASE ORDER 0B00521 SUN JAN 12 2003 A PURCHASE ORDER IN SUMMARY PAGE PURCHASE ORDER 0B00521 TYPE BRG STATUS CLOSED DATE ADDED VENDOR 01366 617 527 4980 DATE CLOSED CANCELLED VEX NOVACEL MRP NEED QUANTITY QUANTITY LINE QUOTED LATEST ORDERED IN INSP ITEM PART NUMBER UM DATE STILL DUE TO STOCK 1 00 10147 1 077 05 21 01 500000 00 00 37 X 10000 1 25MIL TG3 CLS LF 03 31 01 500000 00 00 2 00 10148 1 125 99 99 99 500000 00 00 60 X 10000 1 25MIL TG3 CLS LF 03 31 01 500000 00 00 3 00 13839 1 112 99 99 99 600000 00 00 37 X 6000 PTD CL PF 17 222LC CLS LF 03 31 01 600000 00 00 4 00 15230 1 135 99 99 99 100000 00 00
3. 306 LIST WORK ORDER OPERATION STATUS 307 LIST A WORK ORDER S MATERIAL STATUS 309 WORK ORDER LABOR STATUS HOURS 400 LIST A PURCHASE ORDER IN DETAIL 401 LIST PURCHASE ORDER IN SUMMARY 402 LIST ALL PURCHASE ORDER LINE ITEMS FOR A PART 403 LIST RECEIPT HISTORY FOR A PART 450 LIST A VENDOR 451 LIST ALL PURCHASE ORDER LINE ITEMS FOR A VENDOR 452 LIST PO RECEIPT HISTORY FOR A VENDOR ENTER NUMBER xxx Enter a 3 to use digit number corresponding to the screen you wish Displays output options 3 The are identical screens screen to but will list in format to the standard Manman ARCHIVED the headings of the delineate the source of the data displayed The 402 and 451 functions instead of the equivalent Manman command which 1 line items Refer to the Manman documentat list closed archived screen and the files accessed line items lists open tion for the use of each individual 10 Manufacturing A P Archiving System MG UT 662 MG UT 662 Vendor Archive Utility This command is to move unused Vendor records to the archive data base and to delete the vendor records from the production Vendor data base The user may user may choose to delete the records based on the date the vendor master was added or to do individual vendor numbers This command is also used to move records from
4. 4 ARCHIVE VOUCHERS BY A RANGE OF VOUCHER NUMBERS OPTION 1 To select a group of vouchers to be archived based on the period the voucher was closed select option 1 To archive an individual voucher select option 2 To move a voucher back into the production data base de archive select option 3 Option 4 will allow you to purge by date but also a range of selected voucher numbers If you selected option 1 or option 4 the following prompt appears ARCHIVE A P CLOSED IN AND PRIOR TO FISCAL MMYY Enter a fiscal period in the past and all vouchers that were closed in and prior to this period will be archived you selected option 2 or 3 the following prompt appears VOUCHER NUMBER Enter the VOUCHER number to archive or de archive If you selected option 4 the following prompts appear BEGINNING VOUCHER NUMBER ENDING VOUCHER NUMBER Enter the beginning and ending voucher number to archive The program runs in two passes The first pass will qualify the records This gathers a count of all of the records that will be moved to the archive data base including the associated master file records If the user is running report only then the report is created and the utility stops In update mode the capacity is verified on the archive data base and records are written t
5. QUIZ QUIZ 7 29 C8 Level 999 Copyright 1997 COGNOS INCORPORATED FILE MANDB MDATABAS MANDB BDATABAS ACCESS POFIL V V V NV FILE PURDB MDATABAS PURDB BDATABAS Manufacturing Archiving System AP LI 663 List Archived Records This command is to list records from the A P archive data base The user has the option to select from several different options to view archived vouchers and payments There are 4 commands embedded in the AP LI 663 command that are borrowed from the A P Enhancement Collection Transaction They are numbers 191 382 383 385 These commands offer far more inquiry options and information that the traditional Manman A P inquiry Screens Prompts LIST A P ARCHIVED RECORDS COMMANDS 191 DETAIL POSTING EXPENSE REPORT 300 LIST A VOUCHER OR DEBIT MEMO 301 LIST GL DISTRIBUTION FOR A VOUCHER 312 LIST ALL VOUCHERS OR PAYMENTS FOR A VENDOR 313 LIST VOUCHER S FOR A VENDOR S INVOICE 320 LIST VOUCHERS FOR A 382 LIST VOUCHERS AND PAYMENTS IN SUMMARY 383 LIST VOUCHERS AND PAYMENTS IN DETAIL 385 LIST RECEIVERS 400 LIST A PAYMENT ENTER NUMBER xxx Enter a 3 digit number corresponding to the screen you wish to use Displays output options OPTION 3 The screens are
6. identical in format to the standard Manman A P screens but will list ARCHIVED in the headings of the Screen to delineate the source of the data displayed Refer to the Manman documentation for the use of each individual Screen and the files accessed Refer to the user manual of the A P Enhancement Collection programs for use on the 191 382 383 and 385 screens and reports 6 Manufacturing Archiving System AP UT 663 AP UT 663 Accounts Payable Archiving Utility This command is to move voucher and payment history records to the archive data base and to delete the records from the production A P data base The user may choose to delete the records based on the date the voucher was closed or to do individual voucher records This command is also used to move records from the archive data base back into the production A P data base de archive This command also has a report only option which will allow you to review what records would be archived prior to updating the data base In order to retain data base integrity any master file records associated with the vouchers and payments will be moved into the archive data base This includes vendor masters and general ledger account numbers This utility will first determine the number of records that have been selected to be archived After this step a data base capacity check is performed on the archive data base If there is in
7. prompt appears ARCHIVE WORK ORDERS THAT WERE CLOSED ON OR BEFORE Enter a date in the past and all work orders that were closed on or prior to this date will be archived you selected option 2 or 3 the following prompt appears WORK ORDER NUMBER Enter the work order number to archive or de archive you selected option 4 the following prompts appear BEGINNING WORK ORDER NUMBER ENDING WORK ORDER NUMBER Enter the beginning and ending work order number to archive The program runs in two passes The first pass will qualify the records This gathers a count of all of the records that will be moved to the archive data base including the associated master file records If the user is running report only then the report is created and the utility stops In update mode the capacity is verified on the archive data base and records are written to the archive data base and deleted from the production data base Files Accessed MANDB Production data base records deleted LDFIL TRFIL WOSHT WOTR 15 Manufacturing A P Archiving System MANDB Archive data base records added OWOF TRFIL WCFIL WOSHT WOTR Report Format Work Order Work Order close date Part Number Part Description Work Order Archiving Criteria In order to archive a work ordeor record the following c
8. 36 X 2100 PLN CLS LF 03 31 01 100000 00 00 5 00 18230 1 182 05 21 01 550000 00 00 48 318 X 2500 PLN CLS LF 03 31 01 550000 00 00 6 00 18185 1 191 99 99 99 300000 00 00 48 3 8 X 2500 PTD PERSPEX CLS LF 03 31 01 300000 00 00 CONTINUE Y E PURCHASE ORDER E LIST ARCHIVED RECORDS COMMANDS 300 LIST A WORK ORDER 301 LIST ALL WORK ORDERS FOR A PART 306 LIST WORK ORDER OPERATION STATUS 307 LIST A WORK 5 MATERIAL STATUS 309 WORK ORDER LABOR STATUS HOURS 400 LIST A PURCHASE ORDER IN DETAIL 401 LIST A PURCHASE ORDER IN SUMMARY 402 LIST ALL PURCHASE ORDER LINE ITEMS FOR A PART QUANTITY RTV SCRAP 403 LIST RECEIPT HISTORY FOR A PART 450 LIST A VENDOR 451 LIST ALL PURCHASE ORDER LINE ITEMS FOR A VENDOR 452 LIST PO RECEIPT HISTORY FOR A VENDOR ENTER NUMBER E COMMAND TEST MG 0 0 663 Manufacturing Work Order Archive Utility v1 01 ENTER DESIRED OUTPUT OPTION 0 LINE PRINTER 1 TERMINAL 132 COLUMNS 2 ENTER LOGICAL DEVICE DISC FILE 132 COLUMNS OPTION 0 0 OUTPUT PRIORITY 1 UPDATE OPTION 1 REPORT ONLY DO NOT UPDATE 2 UPDATE AND REPORT 0N 1 2 UPDATE RUN SELECTION OPTI ON 1 ARCHIVE WORK ORDERS CLOSED PRIOR TO GI VEN DATE 2 ARCHIVE INDIVIDUAL WORK ORDERS 3 DE ARCHIVE INDIVIDUAL WORK ORDERS 4 ARCHIVE WORK ORDERS BY A RANGE OF WORK ORDER NUMBERS ON 1 1 ARCHIVE
9. CE 0 LIST VOUCHERS FOR A 0 2 LIST VOUCHERS AND PAYMENTS IN SUMMARY 3 ST VOUCHERS AND PAYMENTS IN DETAIL T RECEI VERS L 1 3 3 3 3 3 3 3 3 S 4 ST A PAYMENT 9 0 0 1 1 2 8 8 8 0 ENTER NUMBER COMMAND TEST 0 U 663 Accounts Payable Archive Utility v1 01 ENTER DESIRED OUTPUT OPTION 0 LINE PRINTER 1 TERMINAL 132 COLUMNS 2 ENTER LOGICAL DEVICE DISC FILE 132 COLUMNS OPTION 0 0 OUTPUT PRIORITY 1 NUMBER OF COPIES UPDATE OPTION 1 REPORT ONLY DO NOT UPDATE 2 UPDATE AND REPORT 0N 1 2 UPDATE RUN SELECTION OPTI ON 1 ARCHIVE VOUCHERS CLOSED PRIOR TO A GI VEN DATE 2 ARCHIVE INDIVIDUAL VOUCHERS 3 DE ARCHIVE INDIVIDUAL VOUCHERS 4 ARCHIVE VOUCHERS BY A RANGE OF VOUCHER NUMBERS ON 1 1 ARCHIVE A P CLOSED IN AND PRIOR FISCAL MMYY 1001 100 VOUCHERS QUAL 200 VOUCHERS QUAL 6700 VOUCHERS QUAL 6766 VOUCHERS QUAL QUALIFYING MASTER FIL VNDMAS 1018 FOR ARCHIVING FIED FIED FIED FIED ES 5 6075 5 2651 PGLMAS 557 BATCHMASCNT 13496 RECVRMAS 8158 CHECKING DATA BASE CAPACITY IN ARCHIVE DATA BASE UPDATING MASTER FILES IN ARCHIVE DATA BASE UPDATING DETAIL FILES IN ARCHIVE DATA BASE 100 VOUCHERS ARCH 200 VOUCHERS ARCH 6600 VOUCHERS ARCH 6700 VOUCHERS ARCH CREATING REPORT 6766 RECORDS ARCHI VED VCHFIL I PADFIL 3 INRCTFIL PDVCHFIL CKFIL VCHI FIL VATFIL VCNFIL CKCFIL VNDMAS
10. Manufacturing 8 Archiving System User Manual Summit Systems Inc 308 Orchard Ave St Louis Mo 63119 2526 Phone 314 963 9021 Fax 314 968 4122 Email SummitSys aol com Web www sumsystems com Version 2 0 D ecember 2008 Manman and 0mar are registered trademarks of SSA Global T echnologies Manufacturing amp A P Archiving System Features of Manufacturing A P Archiving System New Enhancements Using Report Writ Archive Data Bases Contents AP LI 663 List Archived A P 5 663 Account UT 662 Vendor MG LI 663 List Archived and Purchasing Records MG UT 664 P O and Receipt History Archive Utility ts Payable Archiving Utility Archiving Utility MG UT 663 Manufacturing Work Order Archive Utility iii 2 Manufacturing A P Archiving System Manufacturing amp A P Archiving System Overview Overview The Manufacturing amp A P Archiving System is a complete set of utilities to move old work orders purchase orders receipt history and A P records out of your production databases and into an archive database The package includes the following features View Archived Records a comprehensive set of list screens allows the user to view the old archived work orders labor distribution purchase orders receipts and A P activity in formats that users
11. OPTION 14 ARCHIVE PURCHASE ORDERS CLOSED PRIOR GIVEN DATE 2 ARCHIVE INDIVIDUAL PURCHASE ORDERS 3 DE ARCHIVE INDIVIDUAL PURCHASE ORDERS 4 ARCHIVE PURCHASE ORDERS BY A RANGE OF PURCHASE ORDER NUMBERS OPTION 1 To select a group of purchase orders to be archived based on the close date of the purchase order select option 1 To archive an individual purchase order select option 2 To move a purchase order back selection option 3 but also a range of pu ARCH If you selected option 1 into the produ tion data de archive Option 4 will al rchase order n VE PURCHASE OR Enter a date in the closed on or prior If you selected option 2 or 3 PURCHASE OR Enter the P past and all pu DER NUMBER If you selec URCHASE OR ted option 4 BEG NN NG P URCHASE ORDER NUMBER END The program runs in two passes This gathers a co will be moved to the archive dal master file records the report are written to the archive data base the records ING PURCHASE OR ter the beginning and ending purchase order number to archive is created and the u DER NUMBER The If the user is or option 4 unt of all of the records that ta base you to purge by date umbers the following prompt appears DERS THAT WERE CLOSED ON OR BEFORE rchase orders that we
12. RDERS BY A RANGE OF PURCHASE ORDER NUMBERS OPTION 1 1 ARCHIVE INVENTORY PURCHASE ORDERS THAT WERE CLOSED ON OR BEFORE 10 1 01 ARCHIVE EXPN SERV PURCHASE ORDERS THAT WERE CLOSED ON OR BEFORE 10 1 01 100 PURCHASE ORDERS QUAL 162 PURCHASE ORDERS QUAL QUALIFYING MASTER FILES VNDMAS 120 I M 119 CHECKING DATA BASE CAPACITY IN ARCHIVE DATA BASE UPDATING MASTER FILES IN ARCHIVE DATA BASE UPDATING DETAIL FILES IN ARCHIVE DATA BASE SYNCHRONI ZI NG TERMS CODES 100 PURCHASE ORDERS ARCHIVED CREATING REPORT 283 LINE ITEMS RECORDS ARCHI VED D D FOR ARCHI VI NG POMAS 162 POFIL 283 RCHSFIL 210 PODSFIL 961 SNPOFIL 74 POMMFIL 0 RECNMAS 0 VNDMAS 120 IM 119 COMMAND TEST MG 0 E
13. WORK ORDERS THAT WERE CLOSED ON OR BEFORE 5 1 1 00 WORK ORDERS QUALIFIE 00 WORK ORDERS QUALIFIE 00 WORK ORDERS QUALIFIE 1900 WORK ORDERS QUALIF 2000 WORK ORDERS QUALIF 2100 WORK ORDERS QUALIF QUALIFYING I DLE I L 2123 WORK ORDERS QUALIF QUALIFYING MASTER FILES WCFIL 84 2523 CHECKING DATA BASE CAPACITY IN ARCHIVE DATA UPDATING MASTER FILES IN ARCHI VE DATA BASE UPDATING DETAIL FILES IN ARCHI VE DATA BASE 100 WORK ORDERS ARCHI VED 200 WORK ORDERS ARCHI VED 00 WORK ORDERS ARCHI VED 00 WORK ORDERS ARCHI VED 00 WORK ORDERS ARCHI VED 00 WORK ORDERS ARCHI ARCHI VI DLE INDI RECT LDFIL RECORDS CREATING REPORT 2123 RECORDS DETAIL RECORDS ARCHI VED OWOF 2123 LDFIL 10312 2182 TRFIL 2123 9307 0 1 RECORDS FOR ARCHI VI NG Row w ooo WOS HT ODRFIL COMMAND TEST MG 0 E COMMAND TEST MG 0 0 664 Purchase Order Receipt History Archive Utility 1 01 ENTER DESIRED OUTPUT OPTION 0 LINE PRINTER 1 TERMINAL 132 COLUMNS 2 ENTER LOGICAL DEVICE DISC FILE 132 COLUMNS OPTION 0 0 OUTPUT PRIORITY 1 NUMBER OF COPIES DISTRIBUTE UPDATE OPTI ON 1 REPORT ONLY DO NOT UPDATE 2 UPDATE AND REPORT OPTION 1 2 UPDATE RUN SELECTION OPTI ON 1 ARCHIVE PURCHASE ORDERS CLOSED PRIOR TO A GIVEN DATE 2 ARCHIVE INDIVIDUAL PURCHASE ORDERS 3 DE ARCHIVE INDIVIDUAL PURCHASE ORDERS 4 ARCHIVE PURCHASE O
14. adequate capacity in the archive data base for the selected records an error message is displayed Any datasets that are too small are listed on the screen This step will insure that the archiving utility will not perform any updates unless data base capacity is satisfactory The Archiving Utility uses very large temporary work files to process the data sure to check your system comin variable SY UT 910 number 103 to insure that it is set to a value of at least 100 If you receive any END OF FILE errors while running this utility expand the value of comin variable 103 and re run The data base will not need to be restored as the temporary file is built long before updating occurs You must have created the archive data bases PAYDB BDATABxx and VNDDB BDATABxx prior to using this command Prompts Displays output options OPTION 3 UPDATE OPTIO 1 REPORT O A 2 LY DO NOT UPDATE ND REPORT 2 UPDATE OPTION 1 If you select option number 1 a report of all of the vouchers selected will be created If you select option number 2 then you will be updating the archive and production A P data bases Manufacturing Archiving System SELECTION OPTION 1 ARCHIVE VOUCHERS CLOSED PRIOR A GIVEN DATE 2 ARCHIVE INDIVIDUAL VOUCHERS 3 DE ARCHIVE INDIVIDUAL VOUCHERS
15. are accustomed to the same screen Archived Record Recovery ach of the three archiving utilities allow you to move archived records back into the production database Safety the archiving utilities check data base capacity prior to any updates taking place A report only mode reports what records will be archived prior to doing so Retention of Master the item master work centers vendors and other records associated with the archived transaction are kept in the archive database Report Writer Compatability The archive databases and your production Manman databases are identical in format You can use your existing Quiz or UDMS dictionary to easily access either the archive or production database Benefits include Improve System Response Tim Ihe amount of data on your system is directly proportional with your response times Once the old data is removed from your production database and placed into your archive database the amount of time required run reports is reduced to do inquiries and Don t Migrate your old data If you are considering leaving Manman in the future don t migrate old order and payment history safely archive them from your production database Manufacturing A P Archiving System New Features of Release 2 0 A new vendor archiving utility MG UT 662 has been added to
16. ase and to delete the records from the production Manufacturing data base The user may choose to delete the records based on the date the work order was closed or to do individual work order numbers This command is also used to move records from the archive data base back into the production manufacturing data base de archive This command also has a report only option which will allow you to review what records would be archived prior to updating the data base In order to retain data base integrity any master file records associated with the work orders will be moved into the archive data base This includes item master records and work center records This utility will first determine the number of records that have been selected to be archived After this step a data base capacity check is performed on the archive data base If there is inadequate capacity in the archive data base for the selected records an error message is displayed Any datasets that are too small are listed on the screen This step will insure that the archiving utility will not perform any updates unless data base capacity is satisfactory The Archiving Utility uses very large temporary work files to process the data sure to check your system comin variable SY UT 910 number 101 to insure that it is set to a value of at least 100 If you receive any END OF FILE erro
17. assist you with archiving unused vendor records 4 Manufacturing A P Archiving System Archive Data Bases Archive Data Bases The archive data bases reside in a group on the system that So if your production Manufacturing is prefixed with a data base resides in the M archive data base will DATABAS group the corresponding reside in the BDATABAS group If you have a Manufacturing base M base will be BDATABO1 Production Data Base MANDB MDATABxx PURDB MDATABxx VNDDB MDATABxx PAYDB PDATABxx Because the Archive da ta bases MAN DATABO1 the archive data The data base names MANDB PURDB VNDDB and PAYDB remain the same Archive Data MANDB Data Base PURDB VNDDB PAYDB in format to the regular MANDB and data in the Archive da ta base with B B B BDATABxx DB and PURDB are identical PURDB accessing the your report writer Quiz or UDMS is simplified You do not need a special dictionary to access the archive information VNDDB are the same as well The format of PAYDB and After you enter your report writer enter two file equations to point to the BDATABxx groups instead of the MDATABxx and PDATABxx groups An example of this is illustrated below
18. ber to archive The program runs in two passes The first pass will the records that will be moved to the archive data base If the user is running a report only then the report qualify This gathers a count of all of the vendor records is created and the utility stops In update mode the capacity is verified on the archive dal ta base and records are written to the archive data base and dele from the production data base Files Accessed VNDDB Archive data base records added VNDMAS TERMMAS SHIPFIL VNDDFIL CONTFIL V1099FIL ted 12 Manufacturing Archiving System MG UT 662 VNDDB Production data base records deleted Report Format vendor Number Vendor Name Date vendor record was added Vendor Archiving Criteria In order to archive a vendor master record the following conditions must De true 1 The date the vendor was added must be before the dat the user enters 2 The vendor must 4 5 3 The vendor number must not anywhere in the database The following datasets are searched to ensure a vendor number is not present POFIL RCHSFIL VNCRFIL CKFIL POMAS 13 Manufacturing A P Archiving System MG UT 663 Manufacturing Work Order Archive Utility This command is to move Work Orders and Labor Distribution records to the archive data b
19. cted will be created you select option number 2 then you will be updating the archive and production databases SELECTION OPTION 11 Manufacturing Archiving System T ARCHIVE VENDORS WITHOUT ACTIVITY PRIOR TO A DATE 2 ARCHIVE INDIVIDUAL VENDORS Su DE ARCHIVE INDIVIDUAL VENDORS 4 ARCHIVE VENDORS BY A RANGE OF VENDOR NUMBERS OPTION 1 To select a group of vendors to be archived based on the select option 1 select option 2 To move de archive close date of the vendor To archive an individual vendor a vendor back into the production data base selection option 3 but also a range of vendor numbers the following prompt If you selected option 1 or option 4 AND ARCHIVE VENDORS WERE ADDED BEFORE HAVE NO ACTIVITY SINCE Enter a date in the past and all vendors that were added prior to this date and do not have activity in the production database will be archived If you selected option 2 or 3 VENDOR NUMBER Enter the VENDOR number to archive or de archive Option 4 will allow you to purge by date appears the following prompt appears If you selected option 4 the following prompts appear BEGINN NG VENI DOR NUMBER ENDING VENDOR NUMBER Enter the beginning and ending vendor num
20. o the archive data base and deleted from the production data base Files Accessed PAYDB Production data base records deleted VCNFIL PDVCHFIL CKFIL CKCFIL PADFIL INRCIFIL VCHIFIL VATFIL VCHFIL 8 Manufacturing Archiving System AP UT 663 BATCHMAS PAYDB Archive data base records added Report Format Voucher Number Bank Code Fiscal period Vendor Code Vendor Name Purchase Order Invoice Number Voucher and Payment Archiving Criteria In order to archive a voucher and payment record the following conditions must be true 1 The voucher must be completely closed 2 voucher can not be in the current fiscal period 3 There can not be any postings associated with the voucher after the fiscal period cut off date Manufacturing Archiving System MG LI 663 List Archived Manufacturing and Purchasing Records This command is to Purchasing archive data bases list records from the Manufacturing and The user has the option to select from several different screens to view work orders purchase orders and receipt history records Prompts LIST ARCHIVED RECORDS COMMANDS 300 LIST A WORK ORDER 301 LIST ALL WORK ORDERS FOR A PART
21. onditions must be true 1 The work order must be completely closed wostg 2 wostatus 2 2 The work order close date wodlo must be after th date the user entered 16 Manufacturing Archiving System MG UT 664 MG UT 664 Purchase Order Receipt History Archive Utility This command is to move Purchase Order and Receipt history records to the archive data base and to delete the records from the production Purchasing data base The user may choose to delete the records based on the date the purchase order was closed or to do individual po numbers When purchase order records are archived their corresponding receipt history records are also archived This command is also used to move records from the archive data base back into the production purchasing data base de archive This command also has a report only option which will allow you to review what records would be archived prior to updating the data base In order to retain data base integrity any master file records associated with the purchase orders will be moved into the archive data base This includes item master records payment terms and vendor records This utility will first determine the number of records that have been selected to be archived After this step a data base capacity check is performed on the archive data base If there is inadequate capacity in the archive data base for the
22. re to this date will be archived the following prompt appears DER number to archive or de archive the following prompts appear first pass will qualify including the associated running a report only then the capacity is verified on the archive data base production data base Files Accessed PURI DB Production data base tility stops In update mode and records and deleted from the records deleted POFI PODSFI L L L 18 Manufacturing Archiving System MG UT 664 SNPOFIL RCHSFIL RECNMAS POMAS PURDB Archive data base records added VNDDB Archive data base records added Archive data base records added Report Format Purc Part Part Date Date hase Order Number hase Order Line Number or Number Number Description Purchase Order added Purchase Order closed Purchase Order Archiving Criteria In order to archive a purchase order record the following conditions must be true 1 The purchase order line item must be completely closed POSTAT NE ZERO 2 The purchase order date closed must be after th date the user entered 3 Receipt history records must be invoiced if using Manman A P 4 There can not be any quantities in receiving inspection COMMAND TEST List Archived A P records 0 L 663 v1 01
23. rs while running this utility expand the value of comin variable 101 and re run The data base will not need to be restored as the temporary file is built long before updating occurs You must have created the archive data base MANDB BDATABxx prior to using this command Prompts Displays output options OPTION 3 UPDATE OPTION 1 REPORT ONLY DO NOT UPDATE 2 UPDATE AND REPORT OPTION 1 2 If you select option number 1 a report of all of the work orders selected will be created you select option number 2 then 14 Manufacturing A P Archiving System MG UT 663 you will be updating the archive and production manufacturing databases SELECTION OPTION 1 ARCHIVE WORK ORDERS CLOSED PRIOR TO A GIVEN DATE 2 ARCHIVE INDIVIDUAL WORK ORDERS 3 DE ARCHIVE INDIVIDUAL WORK ORDERS 4 ARCHIVE WORK ORDERS BY A RANGE OF WORK ORDER NUMBERS OPTION 1 To select a group of work orders to be archived based on the close date of the work order select option 1 To archive an individual work order select option 2 To move a work order back into the production data base de archive select option 3 Option 4 will allow you to purge by date but also a range of work order numbers If you selected option 1 or option 4 the following
24. selected records an error message is displayed Any datasets that are too small are listed on the screen This step will insure that the archiving utility will not perform any updates unless data base capacity is satisfactory The Archiving Utility uses very large temporary work files to process the data sure to check your system comin variable SY UT 910 number 101 to insure that it is set to a value of at least 100 If you receive any END OF FILE errors while running this utility expand the value of comin variable 101 and re run The data base will not need to be restored as the temporary file is built long before updating occurs You must have created the archive data bases MANDB BDATABxx PURDB BDATABxx and VNDDB BDATABxx prior to using this command Prompts Displays output options OPTION 3 UPDATE OPTION J REPORT ONLY DO NOT UPDATE 2 UPDATE AND REPORT OPTION 1 2 17 Manufacturing A P Archiving System then you will If you sel orders sel option d will number 1 report of all of the purchase If be created you select option number 2 be updating the archive and production databases SELECTION
25. the archive data base back into the production vendor data base de archive This command also has a report only option which will allow you to review what records would be archived prior to updating the data base This utility will first determine the number of records that have been selected to be archived After this step a data base capacity check is performed on the archive data base If there is inadequate capacity in the archive data base for the selected records an error message is displayed Any datasets that are too small are listed on the screen This step will insure that the archiving utility will not perform any updates unless data base capacity is satisfactory Because a number of files must be serially read in order to see if an occurance of the vendor number exists the MG UT 662 command does have a long run time It can be run while your users are on the system without any interuption or the 662 can be aborted at any time without harm to your data You must have created the archive data bases MANDB BDATABxx PURDB BDATABxx and VNDDB BDATABxx prior to using this command Prompts Displays output options OPTION 1 UPDATE OPTIO 1 REPORT O A 2 zu LY DO NOT UPDATE ND REPORT 2 UPDATE OPTION 1 If you select option number 1 a report of all of the purchase orders sele
Download Pdf Manuals
Related Search