M9-GL-1026 Multi-Company Daily Transaction Register Update

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Synopsis

This Extended Solution to the General Ledger module allows you to print and update a Daily Transaction Register (DTR) for multiple companies at the same time.

Installation

Before installing any Extended Solution, please verify that the version level referenced on your installation file is the same version level as your MAS 90 MAS 200 installation. (For more information please call (800) 425-9843). It is recommended to have a complete and tested backup prior to installing any application on your Sage MAS 90 MAS 200 platform.

Extended Solutions Control Center

Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available:

Merge Installation Files
Extended Solutions Setup options

Custom Office

If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution.

Setup

Upon completion of software installation, you will need to access Extended Solutions Setup from the General Ledger Setup menu. Select this part number, and the Setup screen for this Extended Solution will appear (Figure 1). Check the ‘Enable Extended Solution’ box to activate this Extended Solution.

Answer the following prompts:

ALWAYS UPDATE ALL COMPANIES: Check this box if you always want to update the DTR for all valid companies each time; otherwise a menu of update options will be displayed before the register prints (see the Operation section below and Figure 2).

COMPANY CODE TO EXCLUDE: In this section you may list any companies you wish to exclude from the multi-company DTR printing and updating. A maximum of 15 company codes may be excluded. Any company not excluded will be included automatically. To remove a company code from the list, select it, blank it out, and click ‘OK.’

The Multi-Company Daily Transaction Register report file (GL_1026_001_DTR.RPT) will be copied to the MAS90\Reports directory as part of installation. Each installation will overwrite the previous copy of the report file.

You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution.

Role Maintenance
The following Task has been added to General Ledger, Setup Options:

- Extended Solutions Setup

Please review your security setup in Role Maintenance and make appropriate changes.

Operation

When you select the 'Daily Transaction Register' option from the Main Menu in General Ledger or one of the subsidiary modules, you will see a popup box of the 'Daily Transaction Register Update Options (Figures 2 and 2a); no popup box will be displayed if you elected to 'Always Update All companies' in Setup.

Select ‘Update <this company> only, all modules’ to perform the standard DTR printing and updating function. Only transactions for the current company code which have not been previously consolidated into the Multi-Company Daily Posting File (DPF) will print on the DTR.

Select ‘Update all valid companies, all modules’ to perform the Multi-Company printing and updating. All company codes except those listed in the lower portion of the window will be included. ‘Companies always excluded’ will list those defined in Setup. ‘Companies excluded because of insufficient Update right’ are those companies for which the user does not have ‘Print and Update’ specified in Roles.

Before the Multi-Company DTR prints, the transactions from all valid companies’ DPFs will be consolidated into the Multi-Company DPF and removed from that company’s DPF. If a company’s DPF cannot be opened or is locked for any reason (e.g. file is in used or file does not exist), you will receive a warning message. Processing will continue with the next company without consolidating any entries for the current company. It is possible, however, that entries already exist in the Multi-Company Daily Posting File for this company and they will still print on the Register and be updated.

All the records in the Daily Transaction Register Work file will be sorted by company code. The report will print, subtotal and page break by company code (Figure 3). The Report total will print on its own page.

After the Multi-Company DTR has printed, you will be prompted to update. If you do not choose to update at that time, the transactions which were previously consolidated into the Multi-Company DPF will remain in the Multi-Company DPF; they can only be updated by printing and updating the Multi-Company DTR.

With Paperless Office, one PDF document will be created for each multi-company Daily Transaction Register. The PDF setup (password, path, etc) for the company under which the PDF is generated will be used. The PDF filename will contain the word ‘MULTI.’

Helpful Hints

- If you have the MAS 90 MAS 200 Job Cost module installed and you are attempting to update the DTR from the A/P, I/M, P/O, P/R or J/C module, you will not be presented with the option to print the Multi-Company DTR. This option will only be available from the G/L Main Menu.

- The postings are consolidated into the Multi-Company Detail Posting File (DPF) for the company that you are in at the time of consolidation. If you run the consolidation in a second company after running it in the first, consolidation records will not appear in both companies’ data files regardless of which companies are to be excluded. Therefore, we recommend that this Extended Solution be enabled and used in only one company.

ODBC Dictionary

The files listed below have been added, or changed, in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes.

Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed.

What’s New

With the 06-30-08 release:

- Modified for Paperless Office

Upgrades and Compatibility

The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade.

Documentation

Only changes made by Blytheco, LLC to the standard operation of Sage Software, Inc. MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document.

Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200.

Acknowledgments

Revision Note: 4.4