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Ideal Online Documentation

29088 G/S Processing
GS3-01 Batch Control

PURPOSE

Ideal software are batch oriented applications and new data is not entered directly into the transaction data files but rather stored in temporary workfiles that are subsequently updated to the transaction files.

This article explains the general procedures used to manage the batches in which you enter new transaction data. Each program is described in detail in its specific section of this manual.

PROCEDURE

To enter new transaction data you must first create a new batch or access an existing open batch. The new data is stored in the workfiles of the batch and, until the batch is updated, the data in the workfiles may be accessed and modified, deleted or added to. When a batch is updated to the transaction data files the temporary workfiles are purged and the batch is "closed," meaning that it is no longer accessible. The batch number assigned to the batch is removed from the system.

Originally, all batches were terminal dependent, meaning that they were only accessible from the specific terminal at which they were created. Now, however, most batch type programs allow the creation of batches which are not terminal dependent. This means that a batch created at one terminal is accessible from any other terminal. For integrity of data, of course, a batch may be open on only one terminal at a time. That terminal "locks" the batch, preventing access by any other terminal.

The A/R and A/P modules still use some terminal dependent batching procedures. The G/L, Inventory Maintenance, Inventory Processing and Sale Order Processing modules now use terminal independent multi-access batching exclusively. The actual procedures for creating a batch, accessing a batch and entering data vary somewhat between terminal dependent and terminal independent batches and both procedures are explained below.

The program automatically numbers each new batch with the next available sequential number for that batch type. No number is used more than once. When a batch is closed or aborted, the number assigned to that batch is not available for reuse. The program also automatically assigns each transaction within a batch a unique sequence number where appropriate.

BATCH CREATION

Terminal Dependent Batch Type

When beginning transaction data entry, the program displays the Batch Header screen:

Some of the fields in the Batch Header screen will already contain information, such as the company name and the automatically generated batch number. Other information must be entered manually, such as the G/L Date and the Control Total.

When you have completed entry of the batch header, the following prompt is displayed:

Terminal Independent, Multi-Access Batch Type

Starting a batch in a module with multi-access batching procedures is similar, but with some minor differences. As with terminal dependent batches, some of the fields in the Batch Header screen will already contain information such as the company name, the automatically generated batch number, batch status and store number and description, where applicable. The other information must be entered manually, such as the Operator Code and the G/L Date.

When you have completed entry of the batch header, the following prompt is displayed:

BATCH ACCESS

Terminal Dependent Batch Type

When you access an existing open batch, the header fields will be completed and the following prompt displayed at the bottom of the screen:

If you want to create a new batch at this terminal in this program, you must first close the existing open batch (see 29092 UPDATING). Terminal dependent batching will only allow one open batch in a program per terminal. You may have open batches in several different programs, but only one per program on that terminal.

Terminal Independent, Multi-Access Batch Type

When you access an existing open batch, the header fields will be completed and the following prompt displayed at the bottom of the screen:

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