Month-End Sales Journal Procedures

Rather than renaming each month’s journal files, some dealers prefer to rename the journal files for the first month of the year, then merge the journals for the remaining months into the renamed files. This way, they can keep all of their sales information for the year in one set of files.

  1. Double-click graphics\KEYOPMENUICON16.gif.

  2. From the Keyop menu, double-click graphics\OPERATIONALPROC16.gif. The (M) Operational Procedures screen opens.

  3. In the (MA) screen, select the [I] Sales Journal Month-End Procedure function. The system displays the (MI) Sales Journal Month-End Procedure screen and the cursor moves to the action code field.

  4. To merge two sets of journal files together, select the [M] Merge Files action code.

  5. The cursor moves to the File Name field. This field defaults to JOUR-S. Enter the source journal for the merging procedure, or press Tab to accept the default. This is the sales journal to merge into another file.

  6. The cursor moves to the Volume field. This field defaults to the volume serial specified in the Sales Jour field under the heading Volume Serials in the (LØ) Global Master Parameters screen. Enter the volume serial of the disk unit where the file specified in the File Name field is located, or press Tab to accept the default.

  7. The cursor moves to the To File Name field. The default for this field is PREV-S. When performing a merge, this is the file to merge your sales information into. Enter the file name.

  8. The cursor moves to the second Volume field. Like the first Volume field, it defaults to the volume serial specified in the Sales Jour field under the heading Volume Serials in the (LØ) screen. Enter the volume serial of the disk unit where the file you are merging into is located.

  9. The system performs a series of checks. First, it searches for the file specified in the File Name field. If this file does not exist on the specified disk unit, the system displays the Not Found prompt. Press Enter. The cursor returns to the action code field.

    Next, the system compares the File Name and Volume fields to the To File Name and second Volume fields. You cannot have two files with the same name located on the same disk unit. If you specify the same volume serial in both fields, the cursor automatically returns to the action code field.

    The system also compares the lengths of the source and destination files to be sure both are valid journal files. If one of the files is not a sales journal, the system displays the The "File From" And "File To" Are Different Lengths - Any Key To Continue message. Press Enter. The cursor returns to the action code field.

  10. The cursor moves to the Delete Original Files After Copy/Merge field. In addition, the system displays the files to be merged in the File From and File To fields. The Delete Original Files After Copy/Merge field gives you the option of deleting the original journal files once the copy procedure is completed. You would do this if you are merging the journal files as part of your month-end procedures, for example. Deleting the original files allows the system to create new, empty files for the next month’s business. To delete the original files, press Tab or type Y. To keep the files, type N.

  11. The cursor moves to the Update (LGA) Journal Names When Copying or Renaming field. In addition, the system displays the files to be renamed in the File From and File To fields in the lower portion of the screen.

    The (LGA) Sales Journals Parameters screen is part of the credit returns application. Among other things, you can set up a list of archived sales journals in this screen. When a customer returns an item, the system searches these journals for the correct invoice. The Update (LGA) Journal Names When Copying or Renaming field gives you the option of automatically updating this list with the new journal name or location when you rename files.

Notes: If you are renaming sales journal files for a location other than location 1, be sure your terminal’s location has sales journal parameters set in the (LGA) screen. If you specify Y to rename your sales journals, the system firsts look for the (LGA) sales journal parameters for your terminal’s location. If there are none, the system automatically updates the (LGA) sale journal parameters for location 1.

      The journal list in the (LGA) screen has fields for 12 sales journals and their volume serials. If you specify Y in response to the Update (LGA) Journal Names When Copying or Renaming field in the (MI) screen, and if the file name you are renaming is not already in the journal list, it is added in the first Journal Name field.

      The volume serial of the unit where the file is located is added in the corresponding Volume field. The journal and volume serial that were listed in these fields is moved to the second set of Journal Name and Volume fields, and so on. The journal and volume serial that were in the 12th set of fields are deleted from the list. To update the (LGA) screen, press Tab or type Y. To not update the (LGA) screen, type N.

  1. The cursor moves to the Update (L8) Manifest Additional Journal Name field. In the (L8) Manifest & Route Parameters screen, the system uses the Additional Journal Name field in order to automatically create shipping manifests by searching a specific file for invoices that meet the default limits you set. In addition, the system searches this field when releasing manifests.

    The Update (L8) Manifest Additional Journal Name field gives you the option of automatically updating this field with the new journal name or location when you rename files.

Notes: If you are renaming sales journal files for a location other than location 1, be sure your terminal’s location has manifest and route parameters set in the (L8) screen. If you specify Y to rename your sales journals, the system first looks for the (L8) manifest and route parameters for your terminal’s location. If there are none, the system automatically updates the (L8) manifest and route parameters for location 1.

      The volume serial of the unit where the file is located is added in the corresponding VOL field. To update the (L8) screen, press Tab or type Y. To not update the (L8) screen, type N.

  1. The cursor moves to the first [ ] field. You use these fields to specify which files are merged. This portion of the (MI) screen consists of four columns of fields—the [ ], File From, File To, and Records fields. When you enter a valid volume serial in the second Volume field, defaults appear in the first three columns. The File From fields list the files that are copied. This includes the specified sales journal and all related journal files.

    The File To fields list the new names for these files. The default names for the related files are variations of the name you specified for the sales journal in the To File Name field. (Using a common naming convention makes it easier for you to identify the files in the future.)

Notes: If a file is listed in one of the File From fields, but the corresponding File To field is blank, the file either does not exist on your system or it contains no records.

      There are fewer [ ] fields than there are File From and File To fields. The system requires that you archive the files JO-GLOBAL and JO-LINE if you are archiving the sales journal. These files contain information for the summary billing and credit returns applications, respectively, and the second and third File From fields are reserved for these files. The remaining journal files are optional. The applications you use and the way your parameters are set up determines whether these files contain information to archive.

      By default, the system places an X in several of the [ ] fields. To accept the default, press Tab to move to the next [ ] field. To not include a sales journal in the renaming procedure, remove the X by pressing the Space Bar to clear the field.

  1. When you tab or space through the last [ ] field, the system displays the Are You Sure prompt. Type Y. The system merges the specified sales journals and displays the Function Has Completed Successfully - Enter “C” To Continue message. Type C.