Printing Standard Accounts Receivable Reports

Reindexing recreates the index that lets you retrieve invoices in the Accounts Receivable Posting window. If you are having trouble retrieving invoices in the Accounts Receivable Posting window, you should reindex. You can only reindex through the text-based (OR) screen. You must access the (OR) screen from TBL Client.

 

The index file AR-INDEX is automatically created. It links the invoice number to the customer's account and lets you search for invoices by account number in the Accounts Receivable Posting window.

 

The index file AR-PO-IND is not automatically created. It links the customer's invoices to the customer's P/O number. This lets you search for an invoice by P/O number in the Accounts Receivable Posting window. To retrieve invoices by P/O number, the field Build Customer P/O Index in the (LA2) A/R Parameters screen must by set to Y.

Note: Reindexing files when disk storage space is insufficient can cause an incomplete index to be built. (When this happens, an error message appears, indicating the disk is full.)

  1. In the (OR) Accounts Receivable Reports screen, select the [R] Reindex action code.

Note:  Reindexing is a dedicated function.

If the Build Customer P/O Index field in the (LA2) A/R Parameters screen is set to Y, both the AR-PO-IND and the AR-INDEX files are reindexed.

  1. At the Enter Password prompt, enter the password set in the Reindex field in the (LA) Customer And A/R Parameters screen. If no password has been set, press Enter.

Note: Be sure the reindexing procedure is complete before doing any procedure that invlves accounts receivable. Open TBLServer and click Users, then Administrator. The program name ;RPT:OR1 means reindexing is still in progress. When this program name no longer appears, the process is complete.

To check disk storage space:

  1. Determine which volume serial the customer database is stored on. To do this, go to the (LØ) Global Parameters screen. The volume serial is displayed in the A/R field in the portion of the screen labeled Volume Serials.

  2. Go to the (Z) System Utilities screen. Select the [E1] Disk Directory function by typing E at the Enter Utility Type prompt. At the Enter Subset Number prompt, type 1.

  3. A list of volume serials and their corresponding disk units appear at the top of the screen. Find the disk unit number that corresponds to the volume serial of your accounts receivable application.

  4. At the prompt Enter Unit #, enter the unit number and press Tab.

  5. At the prompt Detailed Listing, press Tab.

  6. At the prompt Enter File Mask, type AR-MASTER and press Tab.

  7. A line like the following example appears at the top of the screen:

    AR-MASTER  01/10/03  40

    The number on the right (40, in this example) is the number of cylinders currently used for the AR-MASTER file. An index requires approximately three-quarters as many cylinders (30, in this example).

    At the bottom of the screen, a message like the following example appears:

    MAX CYLS: 600 CYCL USED: 508 TOTAL MEG: 29 USED MEG 25 USAGE: 85%
    ENTER UNIT #

    Subtract the number of cylinders used from the maximum number of cylinders to determine if there are enough free cylinders to support the index. In this example, there are 46 free cylinders:

    MAX CYLS 450
    CYCL USED - 404
    FREE CYLINDERS 46

Note: If an index places total unit usage over 85%, do not build it. A disk unit that is too full cannot function.

See also:

Printing Custom Accounts Receivable Reports

In the (LA) Screen

In the (LA2) Screen

In the (LØ) Screen

System Utilities