Scanning a Module - G/L
Features A/R Features - A/P
Features - General
Features for All Modules - Master
Developer Integration When Balance It is run, it performs a complete scan of all the important databases for the selected
module or modules. Balance It
may be run in the immediate mode, or it can be set to run during off-hours. The user may select the Analyze mode, or the Rebuild mode. In the Analyze mode, Balance It
scans all of the selected modules, and reports any problems. The log report may be printed, or it may be saved in a log file for future review. In the Rebuild mode, Balance It
actually corrects any problems that it finds, and sends complete details of its corrections to the printer or Log File. The basic premise that Balance It
uses is that for each module, there is usually one specific file that defines that module's "ledger". For the Accounts Receivable modules, that file is the AR4 (A/R Open Invoice File). For Accounts Payable, that file is AP4 (A/P Open Invoice File), and for the General Ledger that file is GL5 (Yearly Postings File).
Scanning a Module Let's say that we wish to scan and rebuild (if necessary) the A/P module's files.
Balance-It's proposed scan will encompass the following:
- Reset Paid Today Flags
- Balance Invoice Transaction Detail to Open Invoice Amounts
- Balance Invoice Job Distribution Detail (if J/C is integrated)
- Balance Manual Check Entry Headers to Lines
- Balance Check Entry Headers to Lines
- Balance Repetitive Invoice Entry Headers to Lines
- Check for Bad Line Links and Orphan Lines in all Data Entry Files
- Compare the Aging Amounts to the G/L Control Accounts
Additionally, if you have experienced a catastrophic loss of your Open Invoice records, Balance It can actually recover those records from A/P Invoice and Check Payment History. Balance It
will always assume that your AP4 records are correct. Remember, that AP4 defines your A/P "subsidiary ledger", so it is used as the control. When the other files are scanned, and fixed (if necessary), those other files (such as APH and API) are always forced to balance to AP4. That way, the General Ledger controls are maintained. This same strategy is used in all other
Balance It modules. It is strongly recommended that Balance It be run on a nightly basis for all installed modules. By running Balance It
daily, and by reviewing the Log File, the Sage MAS90 System Manager will know if anything has happened within the past 24 hours to disturb the accounting or logical data integrity of the Sage MAS90 or Sage MAS200 databases.
. The General Accounting suite allows the user to monitor and repair the Sage MAS90 or Sage MAS 200 G/L, A/P and A/R modules, and the Distribution suite monitors the I/M, S/O and P/O modules.
G/L Features
Balance-It! can scan the General Ledger database in its entirety, checking
for and correcting any detected logical problems. Please note that LMBA does not
correct any problems with data integrity, such as badly linked line detail,
missing or shortened data fields, or key mismatches. That is a job for Data
Rebuild Master, which is sold separately. Rather, LMBA looks at and evaluates
the logical relationships between records in a file, and between files, and
reports or corrects any problems. This tool is indispensable in ensuring that
the records in a database are balanced.
- Optionally check for out of balance journals in the Yearly Transaction
Detail Posting File (GL5). This option checks all posted
"financial" journals, and reports any that are out of balance.
This is an indispensable aid in verifying the integrity of the database, and
if a problem is found, this option lets you pinpoint the problem
immediately.
- The user can opt to check for missing accounts. Any account numbers,
contained in transactions in the current year Detail Posting File (GL5),
that are non-existent will be added to the Chart of Accounts. They will also
be added to the Budget and History File (GL8).
- Optionally compare current year account balances to the transactions
contained in the Detail Posting File. This option scans all posted detail
(GL5) and accumulates totals for each account by fiscal period. It then
compares those totals to the totals contained in the Budget and History File
(GL8) for the current year.
- Optionally balance the Allocation Header amounts to the Allocation line
detail.
- Optionally scan all General Ledger index files for corrupt indexes.
- Optionally automatically make backups of all files.
A/R Features
Balance-It! can scan the Accounts Receivable database in its entirety,
checking for and correcting any detected logical problems. LMBA does not correct
any problems with data integrity, such as badly linked line detail, missing or
shortened data fields, or key mismatches. That is a job for Data Rebuild Master,
which is sold separately. Rather, LMBA looks at and evaluates the logical
relationships between records in a file, and between files, and reports or
corrects any problems. This tool is indispensable in ensuring that the records
in a database are balanced.
- Optionally reset all Paid Today amounts to their correct values, based on
the contents of the Cash Receipts Entry files.
- Optionally balance the Open Invoice Transaction Detail to the Open Invoice
amounts. This option checks the Invoice Transaction Detail File (AR6) and
makes sure that it balances with the invoice balance, as stored in the Open
Invoice (AR4) file. It also scans for any AR6 detail that is out of
sequence. When detail is out of sequence in the AR6 file, any reports or
displays for an affected invoice will appear to be out of balance.
- The scans of the Open Invoice (AR4) & Invoice Transaction Detail (AR6)
files will alert the user of any invoices lacking an Invoice Date or Invoice
Due Date, and will delete any of these records with a zero balance in
Rebuild mode. Records with a missing invoice number will also be noted &
removed in Rebuild mode.
- If the previous option is selected, then optionally, the user may elect to
check for open invoices having non-existent Customers. If one is found, a
new Customer record will be created in AR1. The Customer's information will
be taken from the Open Invoice File (AR4) and the Invoice History Header
File (ARN).
- Optionally balance Invoice Entry Header amounts (AR7), Cash Receipts Entry
amounts (AR9) or Repetitive Invoice Entry amounts (ARM) to their respective
line detail files. This feature is invaluable for recovering from a data
entry problem, without erasing all data entry and starting over. Sales tax
amounts, if any, are recalculated.
Optionally scan the entire Open Invoice database, and compare the invoice
balances to the appropriate General Ledger Receivables account(s). This
option is invaluable for checking accounting integrity on a regular basis.
Optionally scan all Accounts Receivable index files for corrupt indexes.
- If the Open Invoice database has been severely corrupted, the user may
elect to rebuild it in its entirety from the A/R Invoice History file. Sales
tax information, if any, is fully recovered.
- Optionally rebuild customer sales history totals from the invoice history
files.
- Optionally rebuild customer cash receipts and F/C history totals from the
open invoice detail.
A/P Features
Balance-It! can scan the Accounts Payable database in its entirety, checking
for and correcting any detected logical problems. LMBA does not correct any
problems with data integrity, such as badly linked line detail, missing or
shortened data fields, or key mismatches. That is a job for Data Rebuild Master,
which is sold separately. Rather, LMBA looks at and evaluates the logical
relationships between records in a file, and between files, and reports or
corrects any problems. This tool is indispensable in ensuring that the records
in a database are balanced.
- Optionally reset all Paid Today flags to their correct values, based on the
contents of the Manual Check and Check Entry files.
- Optionally balance the Open Invoice Transaction Detail to the Open Invoice
amounts. This option checks the Invoice Transaction Detail (API) and makes sure
that it balances with the invoice balance, as stored in the Open Invoice (AP4)
file. It also scans for any API detail, which is out of sequence. When detail is
out of sequence in the API file, any reports or displays for an affected invoice
will appear to be out of balance.
- The scans of the Open Invoice (AP4) & Invoice Transaction Detail (API)
files will alert the user of any invoices lacking an Invoice Date or Invoice Due
Date, and will delete any of these records with a zero balance in Rebuild mode.
Records with a missing invoice number will also be noted & removed in
Rebuild mode.
- If the previous option is selected, then optionally, the user may elect to
check for open invoices having non-existent Vendors. If one is found, a new
Vendor record will be created in AP1. The Vendor's information will be taken
from the Open Invoice File (AP4) and the Invoice History Header File (AP_12).
- Optionally balance the Job Distribution amounts to the Open Invoice amounts.
If Job Cost is installed, this option balances the Job Distribution Detail (APH)
to the Open Invoice (AP4) amount.
- Optionally balance Invoice Entry Header amounts (AP5), Check Entry amounts
(AP9) or Manual Check Entry amounts (AP7) to their respective line detail files.
This feature is invaluable for recovering from a data entry problem, without
erasing all data entry and starting over. Sales taxes ,if any, are recalculated.
- Optionally balance Repetitive Entry Header amounts (APF) to the line detail.
Sales taxes, if any, are recalculated.
- Optionally scan the entire Open Invoice database, and compare the invoice
balances to the appropriate General Ledger Payables accounts. This option is
invaluable for checking accounting integrity on a regular basis.
- Optionally scan all Accounts Payable index files for corrupt indexes.
- If the Open Invoice database has been severely corrupted, the user may elect
to rebuild it in its entirety from the A/P Invoice History file. Sales tax
information, if any, is fully recovered.
- Optionally rebuild vendor balances due from the Open Invoice File (API).
- Optionally rebuild vendor purchase history totals from the Invoice History
files.
- Optionally rebuild vendor payment history totals from the Check History
files.
General Balance-It! Features for All Modules
- Optionally automatically make backups of all files.
- Optionally Analyze the data, or to Rebuild it. The Analyze option merely
reports any problems, whereas the Rebuild option will actually correct any
detected problems.
- Optionally send results to the Log File, to a printer, or the user may
Preview them. Up to 99 rolling copies of the Log File can be kept, so that
if the Log File option is selected, the user may actually inspect the most
recently performed LMBA runs.
- LMBA will automatically retry an in-use file. The user may set the number
of retries that LMBA attempts.
- The user may elect to run LMBA immediately, or to delay execution until a
preset time.
- In the Options panel, the user can set the maximum number of backup and
log files that are saved, and access to critical functions such as
Rebuilding or Delayed Execution may be limited to the system Supervisor.
- Full system security is maintained. If the user does not have access to
one or more application modules, those modules will not be available to the
user in LMBA.
- An entry is written to the System Activity Log for each file rebuilt by
LMBA.
- Reseller information can be made available on the Balance-It! Report, Log
File & Preview (by application module), to allow for notification of any
assistance required in correcting the errors reported.
Master Developer Integration
LMBA is supplied with a sophisticated Master Developer integration
capability. This means that with a very small amount of additional programming,
your Master Developer can fully integrate LMBA with your Sage MAS90 custom
programming. |
