General Ledger Restructuring Fourth Shift Release...

General Ledger RestructuringFourth Shift Release 7.50

Fourth Shift HelpRelease 7.50E

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Fourth Shift Release 7.50

General Ledger Restructuring 3

Contents

General Ledger Restructuring Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Setting Up the G/L Restructuring Module. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

RTCF – G/L Restructuring Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

RTCT – G/L Restructuring Consolidation Translation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

RTEX – G/L Restructuring Execution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

RTIN – G/L Restructuring Data Integrity Test. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

RTMT – G/L Restructuring Master Acct Translation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

G/L Account No List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

G/L Org No List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

RTPR – G/L Restructuring Preview and Verification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

RTST – G/L Restructuring Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Fourth Shift Release 7.50


General Ledger Restructuring ModuleGeneral Ledger Restructuring allows you to modify global setup information for your master account, including changing your master account mask, consolidation account mask, or consolidation unit number. You can also change or combine existing master account information without losing any online account history. Customized changes are allowed to modify master accounts one at a time.

G/L Restructuring does not update master accounts within Sales Analysis (SAAM) module tables. If you own the SAAM module, contact SoftBrands Support Services before beginning any G/L restructuring task.

Module PrerequisitesThe General Ledger Restructuring Module has the following prerequisites:

• SYSM (System Control)

• GLSM (General Ledger)

Fourth Shift Release 7.50 Setting Up the G/L Restructuring Module

Setting Up the G/L Restructuring ModuleSetting Up the G/L Restructuring Module provides an overview of how to implement the module. It covers:

• guidelines to consider before you implement the module

• how to prepare your data for loading

• suggested procedures for loading your data

• suggestions for using the module

This section provides specific information about G/L Restructuring. It covers:

• determining the changes needed

• setting up and running the restructuring process

• performing post-restructuring analysis

Although this section provides information about using G/L Restructuring, it does not explain terminology associated with the General Ledger Module. See the General Ledger manual for more information.

G/L Restructuring PreparationNote: G/L Restructuring does not update master accounts within Sales Analysis (SAAM)

module tables. If you own the SAAM module, contact SoftBrands Support Services before beginning any G/L restructuring task.

Determining the Changes NeededG/L Restructuring provides a way of modifying the master account number mask, consolidation account mask and/or modifying specific master accounts. Decisions that can affect the G/L restructuring process can include:

• What is the optimum organization and account structure needed?

• What areas of your business are impacted by this change including data entry and G/L reports generated by the G/L Report Writer?

• How can you structure your master account number so that you can create more helpful reports?

• What impact will this change have on summary groups?

• What impact will this change have on subsidiary reporting?

• What impact will this change have on utilities which use data imported or exported from your database?

• What impact will this change have based on the loss of history reload capability for old financial history that cannot be reloaded and converted by the restructuring process?

• Identify any external modules that hold G/L account numbers or external modules that write to the G/L. These modules need to be updated after any G/L restructuring. For example, after a G/L restructuring, the pricing information should be updated in the RBPM module (assuming you use this module) so that it reflects the new account structure.

Note: Be aware that if the RTEX process fails, an automatic restore is required. A full backup should be performed prior to initiating RTEX in case of a process failure.



See “G/L Restructuring Process” in this section for an overview of the steps required to complete restructuring.

Preparing to Implement the ChangesThe following are a series of recommendations that may assist as you use G/L Restructuring to implement your changes.

Setup and Change VerificationYou should begin the setup and verification process several weeks before you wish to complete the restructuring process. This allows you time to enter any custom translations and review the impact of your restructuring process before making permanent changes to your database.

You can specify your requested mask changes, set up translation tables and complete the preview and verification steps without impacting daily operations. Based on your configuration and database size, you may wish to run some of the verification tasks overnight and review the results the following day.

In most cases, reviewing the impact of your changes will result in identifying additional changes that are needed. You will probably enter changes, run the verification reports and have the results reviewed by the necessary people in your organization several times before you are satisfied with the results.

Database Verification and ModificationSeveral tasks in the setup process analyze your database for errors. Errors must be corrected before continuing with the next phase of the setup process. The process of correcting existing database errors can require rerunning the tasks multiple times.

The actual restructuring phase should be scheduled for a weekend to allow for sufficient time to complete and evaluate the changes before beginning daily operations again. Be sure to complete the suggested backups to ensure you can recover in case errors are encountered.

G/L Restructuring Requirements

Disk SpaceDisk space is utilized throughout the restructuring process. Files are generated in the location specified by the AuxDataFiles configuration variable. Use the following table to determine disk space requirements for each type of file:

These requirements are based on medium to large databases. You may not use all the disk space listed. If sufficient disk space is not available, you can modify the location specified by the AuxDataFiles configuration variable to another location with sufficient disk space.

Processing Time

File Type File Name Created ByDisk Space Required

Verification and exception reports

*.RPT RTPR; RTEX 5 MB

External cross ref-erence databases and indices

*.DBF; *.NDX RTPR 5 MB



Processing time can be considerable when running the following tasks:

• RTIN

• RTPR

• RTEX

Therefore, it is recommended that these tasks be run on a weekend or another convenient time when your Fourth Shift database is not in use. The processing time required to complete these tasks varies based on the size of your Fourth Shift database and the system configuration you are using. The time requirements are decreased if a master account mask change is not needed.

Note: Processing time estimates can vary greatly based on the size of disk cache available, your configuration and the mode used. These tasks can take several hours.

Free Space NeededThe amount of free space required is based on the types of changes requested. Additional free space is needed when you are adding characters to your master account mask. Contact Fourth Shift Customer Support for assistance in determining how much free space is required for your restructuring process.

G/L Restructuring OptionsG/L Restructuring allows you to modify your master accounts by changing either or both of the following:

• the master account mask for a global change

• specific values of existing master accounts based on the same master account number mask

You can rearrange or replace the values in any position in your master accounts without changing your mask. If you change your mask, you must also specify how existing master accounts should be translated to new master accounts.

Types of changes that can be completed include:

• modifying the master account number mask by adding, changing or deleting levels in the mask

• modifying the order of levels in your existing master account mask

• merging a range of master accounts into a single master account

• adding, changing or deleting the consolidation mask

• modifying the consolidation unit number

Changes to your master account numbers can use one or both of the following translation methods:

• default translation to modify the majority of master accounts

• custom translation(s) to modify specific master accounts or ranges of master accounts

Examples



For example, adding or deleting organization portions from your master account number mask using the default translation method would look similar to the following:

You can use “character mapping” to move positions in the existing mask to another position in the new mask. Each position in your existing mask is assigned a character map value of a lower-case letter (a-t). The character mapping values are used in the "translation table" which identifies where each character should be positioned.

For example, mapping existing positions of the current master account mask when positions are deleted using either default or custom translation tables looks similar to the following:

You can also use character mapping when you add or delete positions in your mask. Literal values can be used when positions are added or can be used to replace an existing value that is no longer needed. Literal values can be any alphanumeric character (0-9 or A-Z) which will be added in the position specified in the translation table.

For example, adding positions to two levels in the organization portion of your mask and inserting the literal value “5” using either the default or a custom translation table would look similar to the following:

The custom translation method allows you to specify unique character mapping for a single master account or a range of master accounts. Custom translations can be used with master accounts.

Add Organization Level

Delete Organization Level

Existing Mask DD-PP-AAAAA DD-PP-AAAAA

New Mask DD-PP-LL-AAAAA DD-AAAAA

LL = New organization level

PP = Organization level deleted

Character Map abc def ghijk lmnopqrst

Existing Mask DD PPP LLL AAAAA

New Mask DD PP LL AAAAA

Translation Table

ab de hj lmnop

Character After Map abc def ghij klmnopqrst

Existing Mask DD PP LLL AAAAA

New Mask DDD PPP LLL AAAAA

Translation Table

ab5 de5 ghi klmno

Example Mas-ter Account

015 115 EST 76100



Consolidation accounts use only the default translation method. All consolidation account numbers are changed using the same criteria.

For example, adding positions to two levels in the organization portion of your mask and inserting a different literal value for several ranges of master accounts using custom translation tables would look similar to the following:

Determine what types of changes are required for your master account number structure. Use the following table to identify the translation method needed based on the changes desired.

Default Translation MethodThe default translation method is used to globally change your master account or consolidation account numbers.

Each master account or consolidation account will use the new mask and default translation table unless a custom translation is entered. No other criteria is used during conversion. You can add,

New Mask ddd-ppp-lll-aaaaa

Custom Translation Tables Literal value added

Sample Master Accounts

Master Account Range 1: ab5-de5-ghi-klmno

From: 01-00-000-76100 015-005-000-76100

Thru: 01-11-111-76100 015-115-111-76100


From: 02-00-000-76100 022-002-000-76100

Thru: 02-11-111-76100 022-112-111-76100


From: 03-00-000-76100 033-003-000-76100

Thru: 03-11-111-76100 033-113-111-76100

Change Needed Translation Method

New master account mask for all master accounts

Default

Move positions in existing master account mask for all master accounts

Default

Change the organization and/or account portion of one master account number

Custom

Change the organization and/or account portion of a range of master accounts; no master account mask change

Custom

Change the consolidation mask Default

Change the Unit No Default



change or delete positions in any part of the mask. For example, master accounts could be changed to the following:

New MaskThe new mask identifies the modified structure for master accounts or consolidation accounts. The new mask defaults to the existing mask if no changes are needed to the mask.

The new mask becomes the Master Account Number Mask when a new master account mask is entered or the Consolidation Account Number Mask when a new consolidation account mask is entered. Both masks are displayed on the GLCF (G/L Configuration) screen.

Default Translation TableThe translation table identifies the character mapping information. Character mapping identifies which positions from the existing master account number or consolidation account should be used in each position of the mask. You must identify each character including hyphens to be used in the new mask. You can continue to use your existing mask and use the default translation table to modify the order of the existing values in the mask.

The translation table identifies positions in the existing mask using lower-case letters (a-t) for each position. For example, when you add a position to the master account mask, specify the desired literal value to use in the added position, such as 5. For example:

Positions in the organization portion can be mapped to positions in the account portion and visa versa, if needed.

Custom Translation MethodThe custom translation method is used to modify one or more accounts using a translation table other than the default translation table. The custom translation method uses the new master account number mask but can use multiple custom translation tables. Only master accounts can use the custom translation method.

Single Master AccountThe single master account translation method is used when a master account must be modified uniquely. Specify the master account you wish to modify and the custom translation table needed.

Existing Master Account Mask

New Master Account Mask

Example New Master Account

DD-TT-AAAAA DD-TTT-AAAAA 01-222-11100

DDDD-PP-AAAA DD-PP-AAAAA 01-99-20100

DDD-MMM-AAAAAA DD-MM-AAAAA 22-WS-76000

Existing Master Account Number

Default Translation Table

Master Account using Translation Table

abcdefghijklmnopqrst01-22-11100

ab-de5-ghijk abcdefghijklmnopqrst01-225-11100

0111-99-2010 ab-fg-ijkl5 01-99-20105



You can specify the custom translation table using the specific master account number needed or by specifying the character mapping equivalents. For example:

Master Account RangeThe master account range translation method is used when more than one master account needs to be modified. One custom translation table is available for each range of master accounts.

Wildcard symbols can be used to specify the master account range. The wildcard symbol (*) indicates that whatever character appears in the position where the wildcard character is located should be included. This allows you to easily group a series of master accounts together for custom translation.

Ranges of master accounts can be specified several ways including identifying:

• existing master accounts as the starting and ending points. For example, specify 01-1234 as the starting master account and 01-1244 as the ending master account.

• an existing starting master account and a master account at the end of a range that may not exist. This allows you to include any possible accounts without knowing the specific starting and ending accounts. For example, specify 01-1234 as the starting master account and 01-9999 as the ending master account even though 01-9999 may not exist.

• a range of master accounts using wildcard characters in one or more positions in the master account. For example, specify 01-12** as the starting master account and 01-13** as the ending master account. This indicates that master accounts in this range with any value in the last two positions should be included.

Wildcard ranges include any alphanumeric character 0-9 and A-Z as a valid master account. For example, the starting master account 01-12*-76000 and ending master account 01-13*-76000 would consider the master account 01-12B-76000 as part of the range.

Examples of possible account ranges using custom translation tables include:

From Master Acct

Thru Master Acct

Custom Translation

TableResulting

Master Account

01-WS-76000 01-WS-76000 001-WS-76000 001-WS-76000

01-666-1110 01-666-1110 ab-def0-hijk 01-6660-1110

From Master Acct

Thru Master Acct

Custom Translation

Table

Example Resulting Account

01-WS-76000 01-WS-80000 0ab-de-ghijk 001-WS-76000001-WS-76100001-WS-76200

01-12*-7600 01-13*-7600 ab-Adef-hijk 01-A122-760001-A124-760001-A12B-7600

001-EAST-**** 001-WEST-**** 001-HDQT-jklm 001-HDQT-7600001-HDQT-7610



Note: Master accounts can be specified in a master account range and a wildcard range. If a master account is included in a specific range, the custom translation table for the specific range is used.

For example, the following shows how the appropriate custom translation table is determined. In this example, the first custom translation table is used to process master account 019-333 because the master account is included in the specific range. Master account 019-500 uses the second custom translation table because no specific range is listed.

Merging Organizations or AccountsYou can consolidate master account information from several master accounts into a single master account. All account history associated with the previous master accounts is included in the new master account. Master account merging is allowed if you have selected Permit Master Acct Merging = Y on the RTCF (G/L Restructuring Configuration) screen.

Merging occurs when multiple master accounts have the same destination master account. Merging can occur when you delete positions in your mask or when a custom translation table is used. For example, merging occurs when custom translation tables are used for the following destination master accounts:

Several areas are impacted when you merge master accounts including:

• account descriptions

• account active/inactive status

• organization descriptions

• organization active/inactive status

• account group membership

• organization group membership

• master account active/inactive status

• master account miscellaneous data and amounts

• summary group membership

Information for the destination organization portion, account portion and master account are determined by the similarities between the source and destination for each piece. The “similarity

From Master Acct Thru Master AcctCustom Translation

Table

019-333 019-400 0abc-efg

019-3** 019-5** 1abc-efg

From Master Acct Thru Master AcctDestination Master

Account

01-120-7600 01-13*-7600 01-120-7600

01-WS-76000 01-WS-76200 01-WS-76150

001-****-76000 001-****-76000 001-HDQT-76000



count” is based on the number of contiguous identical characters from left to right in the source and destination values. The destination organization, G/L account or master account “inherits” the relevant information from the source with the largest similarity count.

Some similarity counts will result in a tie. The inherited value for the destination is then determined by the source with the lowest alphanumeric value.

For example, the master account information inherited is determined based on the following similarities:

G/L Restructuring ProcessThe restructuring process consists of several phases. Each phase is needed in order to complete the restructuring of your master account and consolidation account information. The setup and preparation needed are based on the areas that you wish to change. The G/L restructuring process looks similar to the following:

Processing Flow

Master Accounts Being Merged Destination Acct

Information Used From

01-100-7600001-120-76000

01-120-76000 01-120-76000

01-100-7600001-200-7600001-300-76000

01-HQR-76000 01-100-76000(lowest numeric value account with similarities)

Specify the areas which can be modified:master account and/or consolidation accountRTCF

Restructuring preparation

Perform data integrity testRTIN

Specify the master account changes needed

Specify the consolidation account numberchanges needed

RTMT

RTCT

Review the configuration, new master accountand consolidation account entriesRTST

Perform full system backup



1. Prepare for RestructuringIdentify the areas in your master account and consolidation account you need to restructure. Identify each master account which requires custom translation.

Note: If the Write Queue option is set to N on the File Writing Configuration screen for either the Modcom AP, Modcom GL, or Modcom IV archive files, you must process the modcom files first before you begin the restructure process.

Note: If the Write Queue option is set to Y but the Processing Status field is set to I on the related APEX, AREX, or GLEX screens, you must manually change those fields from I to A before running the restructure batch task.

Screen/Task Action Notes

ARMQ (Invoice Module Commu-nication), GLMQ (G/L Module Communication), and APMQ (A/P Module Communication) tasks

Process the module communica-tion files.(See Notes above.)

Back up and delete any module communication files which are not used by your company.

GLHP (G/L History Process) Reload any history information which should be included in the restructuring process.

Off-loaded history prior to when the restructuring was completed cannot be reloaded. Reload all history needed so that the restructuring process includes this information.

GLCO (G/L Consolidation Pro-cess)

Complete the load of consolida-tion information from subsidiary companies, if necessary.

This ensures that this information is included in the restructuring process.

Review impact of specified changes and create extermal crossreference filesRTPR

RTPR Update the data base for any problems detected and rerun theRPTR task to update external files

RTST Review status of the restructuring process and verify you are readyto begin the restructuring process

Perform full system backup

RTINRTEXRTPRComplete the restructuring process on your productiondatabase.

Complete post-restructuring conversion tasks

Review the reports generated; evaluate impactto your general ledger



2. Configure for Restructuring

3. Test Your Database Integrity

4. Set Up Master Account Information

Verify that sufficient disk space and database free space are available to complete the restruc-turing process.

See "G/L Restructuring Require-ments" in this section for more information.

Perform a complete system backup.

This backup is important for audit trail purposes. This backup reflects your database before any G/L restructuring setup was completed.


RTCF (G/L Restructuring Config-uration)

Identify which areas of your mas-ter account and/or consolidation account numbers can be modi-fied.

You can modify the organization portion, account portion or both of your master account and/or consolidation account numbers.

Specify that changes can be made in only the portions identi-fied during your preparation for restructuring.


RTIN (G/L Restructuring Data Integrity Test) task

Verify the integrity of your gen-eral ledger database before you begin.

The RTIN task identifies problem areas in your database that must be corrected before you begin the restructuring process.


RTMT (G/L Restructuring Mas-ter Acct Translation)

Identify the specific changes desired for your master account numbers.

You can modify your master account mask and specify cus-tom translations, if necessary.

Enter a subset of your custom translation tables.

RTPR task Verify these tables if you have a large number of translation tables to enter.

This allows you to verify that you can complete the custom transla-tions before entering a large number using an incorrect for-mat.

RTMT Can be used in multi-user mode without impacting daily opera-tions.

This allows you to prepare to run the RTPR task as part of your nightly batch processing.



5. Set Up Consolidation Account Information

6. Review Configuration and Setup

7. Preview and Verification

Establish an offset account for each account type on the GLCA screen, if necessary.

This allows you to merge several accounts that are no longer required. This allows you to set up a custom translation table to delete the previous accounts but retain the history.

GLOS Establishing an offset organiza-tion.

Use with organizations.


RTCT (G/L Restructuring Con-solidation Acct Translation)

Identify the specific changes desired for your consolidation accounts.

You can modify your consolida-tion account mask or Unit No, if necessary.


RTST (G/L Restructuring Status) Determine if your configuration and translation selections are valid.

The RTST screen performs a preliminary evaluation of your selections.

Perform a system backup includ-ing the RTIN*.* report files.

This backup is useful if errors are encountered during the preview and verification phase and you need to restore your database.


RTPR (G/L Restructuring Pre-view and Verification) task

Perform a complete analysis of your restructuring selections.

The RTPR task determines whether you can continue with the next step in the restructuring process or if changes are required before you can con-tinue.

The RTPR task generates a series of reports that are used to evaluate the impact of this restructuring process.

Send these reports to disk (Report Destination = 2).

Print the reports when needed based on which information you are evaluating.



8. Review and Evaluate Change ImpactUse the reports generated by the RTPR task to evaluate the impact of your changes including:

• all organization and G/L account changes

• consolidation mask changes

• account/organization description changes

• consolidation number changes for organizations

• consolidation number changes for G/L accounts

Evaluate all exception reports and resolve any error conditions before continuing. Be sure to make any necessary changes on your production database. Use the following to determine the actions needed based on the exception reports generated:

The RTPR task also generates a set of external cross reference files (*.DBF and *.NDX) which are used as data files by other tasks in the restructuring pro-cess.

The RTPR task can be run as many times as needed to obtain the results desired.

Report Identifier Action Recommended

Account Type/Category Conflict Exception Report

RTPR05 Modify the range specified for the custom translation table on RTMT to avoid this conflict or use the GLTP (G/L Account Type Maintenance) task to modify the account type

Open/Closed/Inactive Mas-ter Account Warning Report

RTPR06 The warnings listed on this report do not prevent you from continuing with the restructuring process. If desired, modify the range specified for the custom transla-tion table on the RTMT screen to avoid this condition or change the closed master account to open using the GLMA screen and/or the inactive G/L account to active using the GLCA screen and/or the inactive G/L organization to active using the GLOS screen

Partially Qualified Organiza-tion List

RTPR01 Delete the partially qualified organizations listed using the GLOS screen

Retained Earnings Org Boundary Violation Report

RTPR07 Modify the custom translation tables which include changes at the retained earnings organization level; modify the master account mask to include a new retained earnings organization level, if needed, and complete the restructuring process; com-plete a second restructuring process to merge or change master accounts



Evaluate the following informational reports and the impact to your system. It is important to fully understand how the restructuring process modifies your master account and consolidation account information before any changes are made to your system.

9. Complete Verification

Unauthorized Master Acct Merging Report

RTPR04 Modify the custom translation table to eliminate merging or modify the configura-tion information on the RTCF screen to allow merging

Untranslatable Accounts Report

RTPR03 Delete the account and read after the restructuring process is completed if the account is needed or do not use the trans-lation table to map characters from the organization portion to the account portion of the mask

Untranslatable Organiza-tions Report

RTPR02 Delete the organization and readd after the restructuring process is completed if the organization is needed or do not use the translation table to map characters from the account portion to the organiza-tion portion of the mask

Report Report Uses

Account Cross Reference Report Compare the New Account Sequence and Current Account Sequence versions of this report

Account Group Disposition Report Review the predicted modifications to account groups

Master Account Number List Compare the New Master Account Sequence and Current Master Account Sequence versions of this report

New Chart of Accounts Review the predicted modifications to all account numbers

New G/L Organizational Structure Review the predicted modifications to all organiza-tions

Org Group Disposition Report Review the predicted modifications to organization groups

Organization Cross Reference Report Compare the New Organization Sequence and Current Organization Sequence of this report


RTCF/RTMT Update your master account mask, consolidation mask or cus-tom translation tables with any changes needed based on your review and evaluation of the RTPR reports.



Note: You must rerun the RTPR task to refresh the external cross reference files each time additional changes are needed.

10. Final Review and Backup

Rerun the RTPR task to refresh the *.DBF and *.NDX external cross reference files.

Verify that no exception condi-tions are detected by the RTPR task.

Repeat this process of verifying your changes and rerunning the RTPR task until you are satisfied with the results presented in the RTPR reports.


RTST (G/L Restructuring Status) Verify that no additional excep-tion conditions exist.

This is the final check point before beginning the restructure process.

RTMT (G/L Restructuring Mas-ter Acct Mask Translation)

Print the report. Use screen report.

Save this report with your other restructuring reports for audit purposes.

GLTG (G/L Trial Balance/Gen-eral Ledger) task

Print a trial balance. This report will be used after the restructuring process is complete to verify your results.

GLMA (G/L Master Accounts) Print the report from the screen for each master account being merged.

Use screen report.

RTPR08F.RPT report Determine which master accounts are being merged.

GLDQ (G/L Detail Account Inquiry) and GLJE (G/L Journal Entry) screens

Print the reports. Use screen report.

These reports will be used after the restructuring process is com-plete to verify master account merging.

Perform a system backup which reflects all the modifications com-pleted on your system to this point.

Include the RTIN*.*, RTPR*.* and RTEX*.* report files in your system backup.

Save this backup with your other permanent financial records.



11. G/L RestructureIt is recommended that you use a stand-alone configuration to complete the restructuring process. Verify that disk cache is in use to improve performance. It may also be helpful to complete a test restructure on this stand-alone system prior to completing the final restructuring process on your production database.

If possible, restore this backup on a stand-alone system which can be used for reference after the restructuring process is com-pleted.


BSET Set up a batch process which contains the following tasks:

RTPR Define in batch process. The RTPR task ensures that the *.DBF and *.NDX external cross reference files contain the most current information in your data-base.

RTEX Define in batch process. The RTEX (G/L Restructuring Execution) task completes the restructuring process. The RTEX task performs the actual data-base updates. It is recommended that you complete all phases unless recommended otherwise by Fourth Shift Customer Sup-port.

RTIN Define in batch process. The RTIN (G/L Restructuring Data Integrity Test) task verifies the changes made by the RTEX task were successful.

These tasks must be run as a set because each task checks that the previous task was completed before processing.

BEXE Execute the batch process con-taining the set of tasks.

Review the LOG file created to ensure no error conditions were detected.

If errors were detected, contact Fourth Shift Customer Support for assistance in resolving the problem.

Review the Master Account Merging Financial Audit Report to verify that your changes were completed as desired.

File this report with the RTPR reports as audit trail information.



12. Post-restructuring Analysis


N/A Perform a complete system backup which reflects your modi-fied account information.


GLAG, GLOS and GLCA Make any necessary organiza-tion/account and description changes using the screens based on the RTPR reports gen-erated.

GLOS and GLCA Make any necessary consolida-tion account number changes.

Consolidation account number information must be added when a consolidation mask is added. If you changed your consolidation mask, review each of the organi-zations and accounts.

GLCF (G/L Configuration) Update your retained earnings mask and master account header, if necessary.

ACCT task Verify master accounts through-out the system.

Update these accounts as needed.

Update report definitions, if needed.

GLRD (G/L Report Definition) Verify report logic. Use CTRL+ENTER for each report definition.

Print each of your reports and compare these reports with pre-viously printed reports for verifi-cation.

GLAU (G/L Account Update) task Update all summary group totals.

GLGQ (G/L Current Period Group Inquiry)

To update summary groups one at a time.

GLTG (G/L Trial Balance/Gen-eral Ledger) task

Print a trial balance to verify the beginning and ending balance for posted accounts.

Use screen report.

Use the trial balance printed prior to restructuring to compare with this post-restructure report.

GLMA and GLDQ Print the report. Use screen report.

Verify all merged master accounts.

Perform a final system backup which reflects all the modifica-tions completed on your system.




Retained Earnings Level RestructuringG/L Restructuring restricts changes to any area of the organization portion of the master account that crosses retained earnings levels. Retained earnings organization levels are based on the Retained Earnings Org Mask field on the GLCF screen.

If changes are required that cross the retained earnings organization level, two options are available.

Option 1: Modifying the Retained Earnings LevelYou can modify your master account mask to collect retained earnings at a new level in the master account. For example, if your master account mask is DD-PP-AAAAA, you could add a company level retained earnings mask and your master account mask would look similar to C-DD-PP-AAAAA.

1. Modify your master account mask and add the new retained earnings organization level. Complete all phases of the restructuring process to modify your mask.

2. Use the GLCF (G/L Configuration) screen to modify your Retained Earnings Org Mask. If this mask is not modified, you will receive the retained earnings violation errors again.

3. Complete a second restructuring process with the desired custom translation tables which caused the boundary violations in the previous master account mask structure.

Option 2: Creating Manual Journal EntriesUse the GLJE (G/L Journal Entry) screen to create manual journal entries for the account information you wish to modify. This ensures that an audit trail exists about the transfer of this account information.

Suggestions for Using G/L RestructuringThe ways in which the G/L Restructuring Module is used vary from company to company. The following guidelines may be helpful for using the module in your company.

Subsequent G/L Restructuring RevisionsEach restructuring process is identified by a unique revision number displayed in the Rev Number field on the RTCF (G/L Restructuring Configuration) screen. Any custom translation tables defined on a previous revision are retained on the RTMT (G/L Restructuring Master Acct Translation) screen. Use ALT+M to select deletion of all custom translation tables from the previous revision, if desired.

Print the final RTPR reports cre-ated when the G/L restructuring process was completed.

These reports reflect the actual data used during restructuring.

File these reports as audit trail information.

RBPM Module Update pricing information; the restructuring process does not update pricing rules automati-cally.



System AdministrationThe System Administration manual outlines the tasks involved in maintaining Fourth Shift. G/L Restructuring includes special considerations in the area of security. G/L Restructuring screens and tasks should be limited to only those users authorized to make master account or consolidation account changes. For example, you may allow access to these screens and tasks to the controller, an accounting assistant and the system administrator.


Fourth Shift Release 7.50 RTCF – G/L Restructuring Configuration

RTCF – G/L Restructuring ConfigurationUsing the RTCF screen, you can indicate what type of changes can be completed during restructuring, modify the organization or account portion of master accounts using the default translation or custom translation method and modify the organization or account portion of the consolidation account. You can also combine multiple master accounts into a single master account. This screen is also used as a checkpoint if an error is encountered during the restructuring process.

G/L restructuring requires careful preparation and planning. You should review the information in the "Setting Up This Module" and "G/L Restructuring Requirements" sections of this manual.

The restructuring process consists of several phases. Each phase is needed in order to complete the restructuring of your master account and consolidation account information. The setup and preparation needed are based on the areas that you wish to change. See "G/L Restructuring Process" in the Setting Up the Module section for information on the specific steps in the restructuring process.

Two versions of this screen are available: one for maintenance and one for inquiry use only. The information displayed is the same, only the ability to change the information changes depending on the screen you access.

• The RTCF (G/L Restructuring Configuration) screen allows you to view and update restructuring options.

• The RTCI (G/L Restructuring Configuration Inquiry) screen only allows you to view the current selections.

See "Entry and Inquiry Screens" under "Screen Types" in the Using Fourth Shift section of the Fourth Shift Basics manual for more information.

Features

Transportation ShortcutsYou can use shortcut keys or transport buttons to go to the following related screens.

Web LinksIf you use Web UI, you can link to other screens by clicking tabs or hyperlinks.

There are no tabs or hyperlinks available for this screen.

Destination Shortcut Key(s)

RTMT (G/L Restructuring Master Acct Transla-tion)

F8

RTCT (G/L Restructuring Consolidation Trans-lation)

F9

RTST (G/L Restructuring Status) F10



ReportsA standard report is not generated for this screen. Use the Print Screen key or any screen capture program to create an image of the screen.

Screen Reference

Before You BeginBefore making a change to your master account number structure, it is important to carefully plan the changes needed and to consider the implications of making any changes. Consider the following items:

• What is the optimum organization and account structure needed?

• What areas of your business are impacted by this change including data entry and G/L reports generated by the G/L Report Writer?

• How can you structure your master account number so that you can create more helpful reports?

• What impact will this change have on summary groups?

• What impact will this change have on subsidiary reporting?

• What impact will this change have on external utilities which import data or use data exported from your database?

• What impact will this change have based on the loss of history reload capability for old financial history that cannot be reloaded and converted by the restructuring process?

• Identify any external modules that hold G/L account numbers or external modules that write to the G/L. These modules need to be updated after any G/L restructuring. For example, after a G/L restructuring, the pricing information should be updated in the RBPM (Rules Based Pricing) module (if installed) so that it reflects the new account structure.

FieldsChanges Permitted

Changes Permitted indicates whether the restructuring process should allow changes to specific portions of a master account or consolidation number. Changes Permitted options are:

Y = Yes. Changes are permitted to this portion during the restructuring process.

N = No. Changes are not permitted to this portion during the restructuring process.

Where Used: RTCF; RTCI



Exst Consol MaskExisting Consolidation Number Mask displays the consolidation mask specified for your system. The consolidation mask for your system was specified on the GLCF (G/L Configuration) screen when you implemented the system.

Where Used: RTCF; RTCI; RTCT

Exst Mst Acct MaskExisting Master Account Mask displays the master account mask specified for your system. The master account mask for your system was specified on the GLCF (G/L Configuration) screen when you implemented the system.

Where Used: RTCF; RTCI; RTCT; RTMT

FunctionFunction codes are four-character abbreviations for screen names. Each screen has a unique code used for identification and transportation. For example, ITMB identifies the Item Master screen. Entry is 4 alphanumeric characters.

Where Used: screens and reports

New Consol MaskNew Consolidation Number Mask specifies the consolidation account number mask you wish to use for your system. Your system consolidation mask is changed when the restructuring process is completed. Entry is up to 20 alphanumeric characters.


New Mst Acct MaskNew Master Account Mask specifies the master account number mask you wish to use for your system. Your system master account number mask is changed when the restructuring process is completed. Entry is up to 20 alphanumeric characters.


Permit Master Acct MergingPermit Master Account Merging indicates whether more than one existing master account can be combined into one new master account.

Y = Yes. Master account information for more than one account can be combined into a single account during the restructuring process.

N = No. Master account information cannot be combined. The restructuring process should not combine any master account information. If Permit Master Account Merging = N, a range of accounts cannot be combined into a single account in a custom translation table.




Reset Error FlagReset Error Flag indicates whether error conditions were encountered during the verification of the restructuring selections. This flag should be reset only after consulting with Fourth Shift Customer Support to resolve the error condition detected. You must reset this error flag before you can continue with the restructuring process.

N = No. Do not reset the error flag.

Y = Yes. Reset the error flag.

Blank = No error conditions have been detected.


Restructuring Run DateRestructuring Run Date identifies the last date the restructuring process was completed on your database. Restructuring Run Date is blank if the restructuring process has never been completed.


Rev NumberRevision Number is a system-assigned sequential number identifying each restructuring process completed for your system. Revision Number = 001 if the restructuring process has never been completed.


Trans TableDefault Translation Table identifies the specific position that the values in your existing master account number should use in the new master account number mask. The lower-case characters a-t identify the positions in the existing master account number mask in order. Each character, including dashes, is considered significant in this table. For example, if you identified your new master account number mask as DD-TT-AAAAA, the default table would be ab-de-ghijk. Reorder the characters within the Default Translation Table to modify the order of these values. The Default Translation Table is used for all master accounts unless a custom translation table is specified. Entry is up to 20 alphanumeric characters.



Fourth Shift Release 7.50 RTCT – G/L Restructuring Consolidation Translation

RTCT – G/L Restructuring Consolidation TranslationUse this screen to specify the new consolidation mask to use with your master account number structure. You can also specify a default translation table to identify which positions of your existing consolidation account numbers should be used in the new consolidation account numbers. You can modify your consolidation mask without making changes to your existing master account number mask.

Features





Screen Reference

Default Translation MethodThe default translation method is used to globally change your consolidation account numbers. The default translation method uses two pieces of information:

• new mask

• default translation table

Each consolidation account will use the new mask. No other criteria is used during conversion. You can add, change or delete positions in any part of the mask.


RTCF (G/L Restructuring Configuration) F8


F9

GLCA (G/L Chart of Accounts) F10



For example:

New MaskThe new mask identifies the modified structure for consolidation accounts. The new mask defaults to the existing mask if no changes are needed to the mask.

The new mask becomes the Consolidation Account Number Mask when a new consolidation account mask is entered. The mask is displayed on the GLCF (G/L Configuration) screen.

Default Translation TableThe translation table identifies the character mapping information. Character mapping identifies which positions from the existing consolidation account should be used in each position of the mask. You must identify each character including hyphens to be used in the new mask. You can continue to use your existing mask and use the default translation table to modify the order of the existing values in the mask.

The translation table identifies positions in the existing mask using lower-case letters (a-t) for each position. For example, when you add a position to the consolidation account mask, specify the desired literal value to use in the added position, such as 5. For example:

Positions in the organization portion can be mapped to positions in the account portion and visa versa, if needed.

FieldsDefault Translation Table

Default Translation Table identifies the specific position that the values in your existing master account number should use in the new master account number mask. The lower-case characters a-t identify the positions in the existing master account number mask in order. Each character, including dashes, is considered significant in this table. For example, if you identified your new master account number mask as DD-TT-AAAAA, the default table would be ab-de-ghijk. Reorder the characters within the Default Translation Table to modify the order of these values. The Default Translation Table is used for all master accounts unless a custom translation table is specified. Entry is up to 20 alphanumeric characters.


Existing Consolidation Number Mask

New Consolidation Number Mask

Sample Consolidation Account Number

UUU-DD-AAAA UUU-DD-TT-AAAAA 001-22-ES-11100

PP-DD-UUU-AAAAA PP-UUU-AAAAA 01-999-20100

Existing Consolidation Account Number

Default Translation Table

Consolidation Account using

Translation Table

abcdefghijklmnopqrst01-22-11100

ab-de5-ghijk abcdefghijklmnopqrst01-225-11100

0111-99-2010 ab-fg-ijkl5 01-99-20105



Existing Consolidation Number MaskExisting Consolidation Number Mask displays the consolidation mask specified for your system. The consolidation mask for your system was specified on the GLCF (G/L Configuration) screen when you implemented the system.


Existing Master Account MaskExisting Master Account Mask displays the master account mask specified for your system. The master account mask for your system was specified on the GLCF (G/L Configuration) screen when you implemented the system.




New Consolidation Number MaskNew Consolidation Number Mask specifies the consolidation account number mask you wish to use for your system. Your system consolidation mask is changed when the restructuring process is completed. Entry is up to 20 alphanumeric characters.


New Master Account MaskNew Master Account Mask specifies the master account number mask you wish to use for your system. Your system master account number mask is changed when the restructuring process is completed. Entry is up to 20 alphanumeric characters.



Fourth Shift Release 7.50 RTEX – G/L Restructuring Execution

RTEX – G/L Restructuring ExecutionThe RTEX task completes the database update based on the changes you entered. The restructuring process updates the master accounts, organizations and accounts as identified on the RTPR task reports. Use the RTPR reports as a guide when determining the changes completed.

Note: Be aware that if the RTEX process fails, an automatic restore is required. A full backup should be performed prior to initiating RTEX in case of a process failure.

ParametersTo request the G/L Restructuring Execution process, you enter the RTEX task as the second of a sequence of tasks in a batch process which also contains the RTPR (G/L Restructuring Preview and Verification) and RTIN (G/L Restructuring Data Integrity Test) tasks.

Note: The RTEX task must be run when no other users are accessing the system.

The RTEX task has the following parameters.

Parameter 1: Mode and PhaseMode. Select the mode you wish to use for the RTEX process. Two modes are available: automatic and manual. Automatic mode is recommended for most restructuring. The default mode is automatic.

Manual mode should be used only when recommended by Fourth SHIFT Customer Support.

Phase. Select the phase to begin the restructuring process. You must complete each phase in order. The default phase is 1. If you select manual mode and complete each phase separately, the last phase completed is identified on the RTST (G/L Restructuring Status) screen.

The tasks completed in each phase are:

Task Parameter Format Entry Is...

1: Mode and Phase

A9 or M9 Optional (default = automatic)

Phase Tasks Completed

1 RESTRUCTURE CHART OF ACCOUNTSCreate the new Chart of Accounts.Purge unrequired accounts.Establish account group memberships.

2 RESTRUCTURE ORGANIZATIONSCreate the new organizational structure.Purge unrequired organizations.Establish organization group memberships.

3 UPDATE SUMMARY GROUPSUpdate summary group memberships.Modify G/L Report Writer change flags.

4 UPDATE MASTER ACCOUNTSUpdate master accounts.

5 MERGE MASTER ACCOUNT INFORMATIONMerge master account detail information.Print the Master Account Merging Financial Audit Report.



ExampleFor example, to request G/L Restructuring Execution as the second task in a process, the Seq Num, Task and Parameters fields in the task line are entered like this:

01 RTPR02 RTEX A103 RTIN

To run the RTEX task, use the BEXE (Batch Process Execution) screen to execute the process in which the RTEX task is entered. Check the LOG file produced if the RTEX task does not execute successfully.

Use an ASCII editor to browse and search within a specific report file, if the report was sent to disk (Report Destination = 2).

Reports

Master Account Merging Financial Audit ReportIdentifies the master accounts which were merged during the restructuring process

Access MethodTo generate the report, execute the task as part of a batch process on the BEXE screen. For more information on reporting in general, see "Printing and Reporting" in the Fourth Shift Basics manual.

Report TemplateThis report is not a template-based report.

6 UPDATE UNPOSTED JOURNAL ENTRIESModify master account information in unposted journal entries.

7 UPDATE MASTER ACCOUNT REFERENCES IN DATABASE

8 UPDATE NON-GENERAL LEDGER MASTER ACCOUNTSTranslate master accounts in the A/R database.Translate master accounts in the A/P database.Translate financial interface accounts (ARCF, APCF, GLCF).Translate the master accounts in the manufacturing database.

Entry Field Example Value Description

Seq Num 02 Second task in process

Task RTEX G/L Restructuring Execution

Parameter 1 A1 Automatic mode starting at Phase 1

Phase Tasks Completed



FieldsCurrent Balance

Current Period Balance is the beginning balance +/– Current Period Net Activity for the master account or group this period as of the last account update process.

Where Used: G/L Master Account Detail; G/L Org/Acct Group List; GLAU; GLGQ; GLMA; RTEX

Current Period CreditsCurrent Period Credits is the total value of credits posted to the master account this period as of the last account update process.

Where Used: G/L Master Account Detail; GLGQ; GLMA; RTEX

Current Period DebitsCurrent Period Debits is the total value of debits posted to the master account this period as of the last account update process.

Where Used: G/L Master Account Detail; GLGQ; GLMA; RTEX

Current Period Net ActivityCurrent Period Net Activity is:

Current Period Debits - Current Period Credits

for the master account or group this period as of the last account update process.

Where Used: G/L Master Account Detail; G/L Org/Acct Group List; GLGQ; GLMA; RTEX



G/L Account No DescriptionGeneral Ledger Account Number Description identifies the G/L account in terms of its use. When space is limited, a partial description is displayed. Entry is any alphanumeric combination of up to 70 characters.

Where Used: APRG; ARCJ; ARIR; ARRJ; BKCJ; CINV; G/L Account Group/No List; G/L Account No List; G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); G/L Master Account Detail; G/L Master Account Recap; G/L Recurring/Template Trans Detail; G/L Transaction Detail; GLAG; GLAT; GLAU; GLAW; GLBL; GLBU; GLCA; GLCI; GLDQ; GLGQ; GLJD; GLJE; GLJI; GLJL; GLJP; GLJR; GLMA; RTEX; RTPR; Sales and COGS Account Numbers; WIPR



New Master AccountNew Master Account identifies the master account number after the restructuring process.

Where Used: RTEX

Old Master AccountsOld Master Accounts identifies the master account number prior to the restructuring process.

Where Used: RTEX

Organization DescriptionOrganization Description identifies the organization portion of the Master Account No in terms of its use. Entry is any alphanumeric combination of up to 35 characters.

Where Used: G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); G/L Master Account Detail; G/L Master Account Recap; G/L Org No List; G/L Organization Group/No List; G/L Recurring/Template Trans Detail; G/L Transaction Detail; GLAV; GLBL; GLDQ; GLGQ; GLJD; GLJE; GLJI; GLJP; GLJR; GLMA; GLOS; GLOT; GLOW; RTEX; RTPR; WIPR

TMTranslation Method identifies the type of restructuring requested for this account. Translation Method options include:

C = Custom. Custom translation tables are specified for this master account, organization or G/L account.

D = Default. Default translation is based on the default translation table used when no custom translations are entered.

W = Wildcarded. Wildcarded translations occur when the wildcard character (*) is used to define a range of master accounts for a custom translation.

Where Used: RTEX; RTPR


Fourth Shift Release 7.50 RTIN – G/L Restructuring Data Integrity Test

RTIN – G/L Restructuring Data Integrity TestThe RTIN task verifies that all general ledger database information is valid. The RTIN task should be run before completing the restructuring process to ensure that the restructure will be successful and also run after the restructure process and cleanup processes have been completed. The final run of the RTIN task ensures that you can begin normal accounting operation again.

ParametersTo request the G/L Restructuring Data Integrity Test process, you enter the RTIN task as one of the sequenced tasks in a batch process. The RTIN task is used before restructuring information is entered and again after the restructuring process is complete.

The RTIN task requires no parameters.

ExampleFor example, to request the G/L Restructuring Data Integrity Test as the first task in a process, the Seq Num, Task and Parameters fields in the task line are entered like this:

01 RTIN

To run the RTIN task, use the BEXE (Batch Process Execution) screen to execute the process in which the RTIN task is entered. Check the LOG file produced if the RTIN task does not execute successfully.

Use the Data Integrity Error Report to determine if errors exist that must be corrected before continuing with the next step in the restructuring process.

If errors are detected by the RTIN task, be sure to save a copy of the database where errors were detected. This database is valuable to Fourth Shift Customer Support in order to identify the specific problem.

Data Integrity Error Report Error MessagesThere are two types of error messages that could be included on this report: warning and error.

• Warning messages identify conditions that should be reviewed before beginning daily operation but do not prevent you from continuing with the restructuring process.

• Error messages identify conditions that must be corrected before continuing with the restructuring process and prevent you from beginning daily operation.

Error messages consist of two types: user correctable and assistance required. User correctable errors can be completed using standard screens and/or utilities. Assistance required errors must be corrected with the help of Fourth Shift Customer Support.

Warning Messages

ENTER DESCRIPTION FOR THIS ORGANIZATION IN GLOS


Seq Num 01 First task in process

Task RTIN G/L Restructuring Data Integrity Test



No description is available for this new organization. Use the GLOS (G/L Organization Structure) screen to enter an organization description.

ENTER DESCRIPTION FOR THIS ACCT NUMBER IN GLCANo description is available for this new G/L account. Use the GLCA (G/L Chart of Accounts) screen to enter a G/L account description.

Error Messages: User Correctable

CONSOLID G/L ACCT NO INCONSISTENT. CORRECT WITH NO CHANGE/CHANGE ON GLCAConflicting consolidation information is stored in the database. Use the GLCA (G/L Chart of Accounts) screen to change any value for the G/L account specified and press ENTER. Change the value back to the original value and press ENTER. This repairs the inconsistency.

CONSOLID ORG NO INCONSISTENT. CORRECT WITH NO CHANGE/CHANGE ON GLOSConflicting consolidation information is stored in the database. Use the GLOS (G/L Organization Structure) screen to change any value for the organization specified and press ENTER. Change the value back to the original value and press ENTER. This repairs the inconsistency.

DESCRIPTION INCONSISTENT. CORRECT WITH NO CHANGE/CHANGE ON GLCAConflicting descriptions are stored in the database. Use the GLCA (G/L Chart of Accounts) screen to change the description for the G/L account specified and press ENTER. Change the description back to the original value and press ENTER. This repairs the inconsistency.

DESCRIPTION INCONSISTENT. CORRECT WITH NO CHANGE/CHANGE ON GLOSConflicting descriptions are stored in the database. Use the GLOS (G/L Organization Structure) screen to change the description for the organization specified and press ENTER. Change the description back to the original value and press ENTER. This repairs the inconsistency.

DUPLICATES account FOUND IN groupThe account listed is included in an account group more than once. Use the GLAG (G/L Account Group) screen to remove the duplicate account occurrences.

DUPLICATES organization FOUND IN groupThe organization listed is included in an organization group more than once. Use the GLOS (G/L Organization Structure) screen to remove the duplicate organization occurrences.

Error Messages: Assistance RequiredThe following error message information is provided for reference only. Many of these errors are caused by database integrity problems. The error messages are listed on the report in the following format:

ERROR 999 IN database information

The database information descriptions are listed below. Contact Fourth Shift Customer Support for assistance in resolving the error.

G/L ACCOUNT RECORD

Error Code Description

001 OWNER account number in GACTVALD record does not agree with account number stored on GLACTINT record in the data-base; logical database damage may exist.

002 Set connection missing for G/L where used set is missing; logi-cal database damage may exist.



G/L BATCH

003 MEMBER account number in GACTVALD record does not agree with account number stored on GLACTINT record in the database; logical database damage may exist.

004 Subsequent OWNER account number in GACTVALD record does not agree with account number stored on GLACTINT record in the database; logical database damage may exist.

005 Set connection missing for GLACTBIL member set is missing; logical database damage may exist.

006 MEMBER account number in GACTVALD record via GLACT-BIL set does not agree with account number stored on GLA-CTINT record in the database; logical database damage may exist.

007 Account number contains an invalid character; account num-bers should be limited to characters 0-9; account number is the wrong length; the consolidation number is the wrong length.

008 Account consolidation number is not null-terminated.

009 Account type is not valid; valid types are A, L, I, C, E, V and B.

010 Account category type is invalid; valid category types are M, P and S.

011 Invalid Account Active/Inactive flag; valid flags are A and I.

012 The same consolidated account number was found on the GACT VALD record with different type and category values. Type and category values must agree for the same consoli-dated account number; logical database damage may exist.


001 Invalid master account number found in GLDTL record.

002 Out of balance batch found.

003 Rolled-up debits from batch GLDTL records does not equal debit total stored at the batch level; Actual Value = GLBATCH debits; Expected Value = sum of GLDTL debits.

004 Rolled-up credits from batch GLDTL records does not equal credits total stored at the batch level; Actual Value = GLBATCH credits; Expected Value = sum of GLDTL credits.

005 Deleted batch still has GLDTL records.

006 For statistical batches: Rolled-up debits not equal to total debits stored at batch level OR Rolled-up credits not equal to total credits stored at batch level; Actual Value = sum of GLDTL debits; Expected Value = sum of GLDTL credits.




G/L Master

007 Rolled-up debits from batch's GLDTL records do not equal rolled-up credits; statistical batches do not need to meet this test; Actual Value = sum of GLDTL debits; Expected Value = sum of GLDTL credits.

008 Batch number on GLDTL record does not agree with batch number found on batch header record.

009 Debit/credit indicator on GLDTL record is not equal to D or C.

010 GLDTL amount is less than zero or greater than 999,999,999.99.

011 No valid organization exists in the GACTORG file for the orga-nization portion of the master account number found in the GLDTL record.

012 No valid account exists in the GACTVALD file for the account portion of the master account number found in the GLDTL record.

013 Sub-record associated with a GLRECAP record hooked to the batch header is missing.

014 No GLYRPRD record exists for the year/period of the posted GLBATCH being tested.

015 No GLYRPRD record exists for the year/period of the unposted GLBATCH being tested.


001 Set connection GLVALMST between GACTORG AND GLMAS-TER record is missing.

002 The GACTVALD record connected to this GLMASTER record does not have the same account number as the account num-ber portion shown on GLMASTER.

003 The consolidation number shown on the GLMASTER record is not of the correct length.

004 The current period debits rolled-up from the associated GLRE-CAP records do not equal the current period debits shown on the GLMASTER record; Actual Value = GLMASTER debits; Expected Value = total of GLRECAP debits.

005 The current period credits rolled-up from the associated GLRE-CAP records do not equal the current period credits shown on the GLMASTER record; Actual Value = GLMASTER credits; Expected Value = total of GLRECAP credits.

006 The current balance rolled up from the GLYRACTV record does not agree with the current balance shown on GLMAS-TER; Actual Value = GLMASTER balance; Expected Value = total of GLYRACTV.




G/L ORGANIZATION

007 The GLYRACTV actuals record is missing for a year/period for which GLRECAP records exist for this account.

008 The net activity shown on the GLYRACTV record for a given period does not match the net activity rolled-up from the GLRE-CAP records for the same period for this GLMASTER record; Actual Value = GLYRACTV activity; Expected Value = GLRE-CAP activity.

009 The GLMASTER record is not connected to the GACTORG file via GLORGMST.

010 The organization associated with this GLMASTER record is of the wrong length.

011 The organization portion of the master account number is invalid.


001 The GACTORG organization record is missing the associated sub-record.

002 The GACTORG organization record is missing a GLORGWHU where used set connection.

003 The GACTORG organization record is missing a GLORGBIL set connection.

004 The organization number does not match the organization mask entered in GLCF or has invalid characters.

005 The organization portion of the consolidation account does not match the Consolidation Account Number Mask on the GLCF screen.

006 A required dash is missing from the organization portion of the consolidation account.

007 An extra dash is included in the organization portion of the con-solidation account.

008 One or more characters in the consolidation mask does not exist in the master account mask.

009 The first character in the organization portion of the consolida-tion account is not a numeric.

010 One or more characters in the organization portion of the con-solidation account is not alphanumeric.

011 One or more characters in the organization portion of the con-solidation mask is not uppercase.

012 The unit number in the organization portion of the consolidation number does not match the unit no on the GLCF screen.




G/L SUMMARY

013 Imbedded spaces exist in the organization portion of the con-solidation number.

014 Consolidation organization entered for this partial organization does not match the corresponding partial consolidation organi-zation for another portion of the partial organization.

015 Invalid G/L Organization Active/Inactive flag; valid flags are A and I.


001 A summary group is missing the associated sub-record, SUB-SUM. The account portion of the summary group is printed.

002 The SYSACT set for a summary group is missing. This set is used to read summary groups in account number order. The account portion of the summary group is printed.

003 The SYSSTYPE set for the summary group is missing. This set is used to read summary groups by summary group type.

004 The account number/group portion of a summary group exists in the account file, GACTVALD, but the connection between summary group and account file is missing. The account por-tion of the summary group is printed.

005 The account number/group portion of a summary group does not exist in the account file, GACTVALD. The account portion of the summary group is printed.

006 A summary group is connected to the wrong account file record. For example, summary group account is 10230, but the summary group record is actually attached to account file record 50000. The account portion of the summary group is printed.

007 The organization number/group portion of a summary group exists in the organization file, GACTORG, but the connection between the summary group file and organization file record is missing. The organization portion of the summary group is printed.

008 The organization number/group portion of a summary group does not exist in the organization file, GACTORG. The organi-zation portion of the summary group is printed.

009 A summary group record is connected to the wrong organiza-tion file record. For example the summary group is 01-01, but the summary group record is actually connected to organiza-tion file record 01-02. The organization portion of the summary group is printed.




Reports

Data Integrity Error ReportLists where errors exist that must be corrected before continuing with the next step in the restructuring process.



FieldsActual Value

Actual Value identifies the value currently in the database. A value is displayed only when the error is based on a numeric value.

Where Used: RTIN

Error DescriptionError Description identifies the type of error condition detected. Error descriptions may also include a recommended action, if available.

Where Used: RTIN

Expected ValueExpected Value identifies the value which should be in the database. This value is determined by other values in the database. A value is displayed only when the error is based on a numeric value.

Where Used: RTIN

File KeyFile Key identifies the specific information in the database which contains the error condition. This information can be a master account, organization or account.

Where Used: RTIN





SupplementSupplement identifies additional information which can assist in locating the error condition specified by the File Key.

Where Used: RTIN

TypeType identifies the classification for the message.

• Err. The error condition detected must be corrected before continuing. Any Type = ERR errors must be corrected before you can resume normal daily operation if the restructuring process has been completed.

• Warn. The error condition detected should be reviewed but does not need to be corrected before continuing.

Where Used: RTIN


Fourth Shift Release 7.50 RTMT – G/L Restructuring Master Acct Translation

RTMT – G/L Restructuring Master Acct TranslationUse this screen to specify translation formats for different master account numbers. You can set up range-specific translations for a group of master account numbers or renumber single master account numbers that may have been entered incorrectly. The custom translations you need to use depend totally on your unique operation.

For more information, see "G/L Restructuring Options" in the G/L Restructuring manual.

Features


Additional Information


Reports

G/L Restructuring Master Acct Translation



GLMA (G/L Master Accounts) F9

GLCA (G/L Chart of Accounts) F10

Window Available FromShortcut Key(s)

G/L Account No List From Master Acct NoThru Master Acct No

ALT+F4

G/L Org No List From Master Acct NoThru Master Acct No

ALT+F4

Go to Screen... By clicking...

GLMA (G/L Master Accounts) Screen label: From Master Acct No

GLMA (G/L Master Accounts) Screen label: Thru Master Acct No

GLMA (G/L Master Accounts) Screen label: Starting Master Account No



Lists all the custom translations specified.

Access MethodTo generate the report, choose Print or Print Preview from the File menu. For more information on reporting in general, see "Printing and Reporting" in the Fourth Shift Basics manual.

Report TemplateFor more information on report templates, see "Reporting for SQL Server Systems" in the System Help topics.

Screen Reference

FormatThe RTMT screen has two sections: Default Translation Table Information and Custom Translation Table Information.

The Default Translation Table Information section identifies your existing master account number mask and allows you to specify a new master account number mask, if desired. You also specify the default translation table to use during the restructuring process. If custom translations are needed, you can specify a default partial organization.

Use the Custom Translation Table Information section to define the master account ranges and custom translation tables needed for the restructuring process.

FieldsCustom Translation Default From/Thru Acct

Custom Translation Default From/Thru Account is used to reduce data entry effort. The Custom Translation Default From/Thru Account is the portion of the master account number to be displayed in the From Master Account No and Thru Master Account No fields. Entry is up to 20 alphanumeric characters.

Where Used: RTMT

Custom Translation Default Trans TableCustom Translation Default Translation Table is used to reduce data entry effort. The Custom Translation Default Translation Table is the new master account number mask value displayed in the Custom Translation Table for Range field. Entry is up to 20 alphanumeric characters.

Where Used: RTMT

Custom Translation Table for RangeCustom Translation Table for Range identifies the specific character positions and any literal values needed for a range of master accounts. For example, you can substitute a literal alphanumeric character for one of the positions in the mask. The literal is substituted in the master account during the restructuring process. The Custom Translation Table for Range must use the same mask format as you identified in the New Master Account Mask field. Entry is up to 20 alphanumeric characters.



Where Used: RTMT

Default Translation TableDefault Translation Table identifies the specific position that the values in your existing master account number should use in the new master account number mask. The lower-case characters a-t identify the positions in the existing master account number mask in order. Each character, including dashes, is considered significant in this table. For example, if you identified your new master account number mask as DD-TT-AAAAA, the default table would be ab-de-ghijk. Reorder the characters within the Default Translation Table to modify the order of these values. The Default Translation Table is used for all master accounts unless a custom translation table is specified. Entry is up to 20 alphanumeric characters.


Existing Master Account MaskExisting Master Account Mask displays the master account mask specified for your system. The master account mask for your system was specified on the GLCF (G/L Configuration) screen when you implemented the system.


From Master Acct NoFrom Master Account Number identified the beginning of a range of master accounts that should use the Custom Translation Table for Range mask. Wildcard characters (*) can be used to specify any character. For example, if From Master Account Number = 01-SL-**-76000, master accounts with the specified literal values and any value in the positions specified by the ** characters would be included in the range of accounts. Entry is up to 20 alphanumeric characters.

Where Used: RTMT



New Master Account MaskNew Master Account Mask specifies the master account number mask you wish to use for your system. Your system master account number mask is changed when the restructuring process is completed. Entry is up to 20 alphanumeric characters.


Overlapping Range Test PassedOverlapping Range Test Passed indicates whether the verification to determine if any custom translations specify a master account in more than one custom translation table has



been completed successfully. This verification must be completed before you can begin the restructuring process.

Where Used: RTMT

Starting Master Acct NoThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.

Where Used: A/P 1099 Distribution; A/P Payment Application Detail; A/P Payment Void Detail; A/P Received Item List; A/P Receiving Detail; A/R Payment Application Detail; APAH; APDS; APEX; APID; APIE; APII; APIR; APIV; APPA; APPD; APPI; APPO; APTX; ARAH; ARCD; AREX; ARIC; ARIH; ARPD; ARPH; ARSR; BAMT; Bank Payment Approval; BILI; BILL; BKMT; Browse Setup (customer); Browse Setup (item); Browse Setup (vendor); CACF; CCAN; CCAT; CCEX; CCMT; CIMT; CMCF; CMTA; CMTI; CNFA; COAN; COMI; COMT; Contract Item Detail/Pricing; CORV; CPMT; CUID; CUII; CUSI; CUST; FCMT; FCST; G/L Account Group/No List; G/L Account No List; G/L Batch Detail; G/L Journal Entry List; G/L Master Account Recap; G/L Org No List; G/L Org/Acct Group List; G/L Organization Group/No List; G/L Report List; G/L Source Code List; GLAG; GLAV; GLBD; GLCA; GLCI; GLDQ; GLEX; GLGQ; GLJD; GLJE; GLJI; GLJP; GLJR; GLMA; Global Extended Text Selection; GLOS; GLRD; GLRL; GLSC; GLSI; GLSS; ITBI; ITCB; Item Master; Item Shortages; ITMB; ITMI; ITPB; ITPI; IVCO; IVIA; IVIE; IVII; IVRV; LMMT; Location Selection Setup; MCST; MOAN; MOMI; MOMT; MORI; MORV; MPED; MPIT; MSMT; NMTA; OPSL; Orders on Shipment; ORST; Packaging Detail; PASS; PBCI; PBCT; PBMI; PBMT; PCMT; PCST; PICI; PICK; POAN; POAS; POCI; POCT; POMI; POMT; PORI; PORV; REDI; RTMT; RVED; SBOL; Selection Setup; Serial Number List; Serial Numbers Shipped; SHIP; Shipments by Line Item; SHPI; SSII; STAD; SUND; SUNR; SUPD; SUPR; TEXT; TXTA; VAT Summary (APSM Module); VATT; VEDI; VEID; VEND; VENI; Workcenter Master

Thru Master Acct NoThru Master Account Number identified the end account in a range of master accounts that should use the Custom Translation Table for Range mask. Wildcard characters (*) can be used to specify any character. For example, if Thru Master Account Number = 01-SL-**-76000, master accounts with the specified literal values and any value in the positions specified by the ** characters would be included in the range of accounts. Entry is up to 20 alphanumeric characters.

Where Used: RTMT


Fourth Shift Release 7.50 G/L Account No List

G/L Account No ListUse this window to select a G/L account number to be used as part of a master account number for a transaction. The G/L Account No List window displays the identification for existing G/L account numbers and the corresponding description, account type and active/inactive indicator.

Features

Transportation ShortcutsYou can use shortcut keys to go to the following related screens.




FieldsAI

Active or Inactive determines if the G/L account corresponding to the master account is active or inactive. Active or Inactive codes are:

A = Active. Transactions can be posted to this account.

I = Inactive. Transactions cannot be posted to this account.

Where Used: G/L Account No List; G/L Master Account Detail; GLAV; GLCA; GLCI; RTPR

ATAccount Type identifies the nature of the account. Account Types are:

A = AssetL = LiabilityI = Income


Previous screen ESC



C = CapitalE = ExpenseV = Volume.

Used for statistical accounts only.

B = Balance. Used for statistical accounts only.

Where Used: G/L Account Group/No List; G/L Account No List; G/L Master Account Detail; GLAG; GLAT; GLAU; GLAV; GLAW; GLBL; GLBU; GLCA; GLCI; GLDQ; GLMA; GLPC; GLTG; GLTP; RTPR





G/L Acct NoGeneral Ledger Account Number lists all G/L account numbers classified as either posted, memo or statistical accounts. All G/L account numbers listed are the same Category Type.

Where Used: G/L Account No List

Master Account NoMaster Account Number is the identification of the account used to update the general ledger for a transaction and/or to establish budgets or plans. Entry is up to 20 alphanumeric characters.

Where Used: A/P Invoice Matching Detail; A/P Receiving Detail; ACCT; APRG; APVT; ARCJ; ARIR; ARRJ; ARTX; BKCJ; BKFT; CINV; CWIP; Foreign Cash Reference; G/L Account No List; G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); G/L Master Account Detail; G/L Master Account Recap; G/L Org No List; G/L Recurring/Template Trans Detail; G/L Transaction Detail; G/L Year/Types List; GLAU; GLBL; GLBU; GLCO; GLDQ; GLGQ; GLJD; GLJE; GLJI; GLJL; GLJP; GLJR; GLMA; GLMQ; GLPC; GLTG; ICCR; Invoice Line Item Detail; IVIE; IVII; IVPR; IVRR; LRRP; PORI; PORV; WIPR



Starting G/L Account NoThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.

Where Used: A/P 1099 Distribution; A/P Payment Application Detail; A/P Payment Void Detail; A/P Received Item List; A/P Receiving Detail; A/R Payment Application Detail; APAH; APDS; APEX; APID; APIE; APII; APIR; APIV; APPA; APPD; APPI; APPO; APTX; ARAH; ARCD; AREX; ARIC; ARIH; ARPD; ARPH; ARSR; BAMT; Bank Payment Approval; BILI; BILL; BKMT; Browse Setup (customer); Browse Setup (item); Browse Setup (vendor); CACF; CCAN; CCAT; CCEX; CCMT; CIMT; CMCF; CMTA; CMTI; CNFA; COAN; COMI; COMT; Contract Item Detail/Pricing; CORV; CPMT; CUID; CUII; CUSI; CUST; FCMT; FCST; G/L Account Group/No List; G/L Account No List; G/L Batch Detail; G/L Journal Entry List; G/L Master Account Recap; G/L Org No List; G/L Org/Acct Group List; G/L Organization Group/No List; G/L Report List; G/L Source Code List; GLAG; GLAV; GLBD; GLCA; GLCI; GLDQ; GLEX; GLGQ; GLJD; GLJE; GLJI; GLJP; GLJR; GLMA; Global Extended Text Selection; GLOS; GLRD; GLRL; GLSC; GLSI; GLSS; ITBI; ITCB; Item Master; Item Shortages; ITMB; ITMI; ITPB; ITPI; IVCO; IVIA; IVIE; IVII; IVRV; LMMT; Location Selection Setup; MCST; MOAN; MOMI; MOMT; MORI; MORV; MPED; MPIT; MSMT; NMTA; OPSL; Orders on Shipment; ORST; Packaging Detail; PASS; PBCI; PBCT; PBMI; PBMT; PCMT; PCST; PICI; PICK; POAN; POAS; POCI; POCT; POMI; POMT; PORI; PORV; REDI; RTMT; RVED; SBOL; Selection Setup; Serial Number List; Serial Numbers Shipped; SHIP; Shipments by Line Item; SHPI; SSII; STAD; SUND; SUNR; SUPD; SUPR; TEXT; TXTA; VAT Summary (APSM Module); VATT; VEDI; VEID; VEND; VENI; Workcenter Master


Fourth Shift Release 7.50 G/L Org No List

G/L Org No ListUse this window to view or select the organization portion of the master account number for a transaction. The G/L Org No List window displays all the fully defined organizations and corresponding descriptions currently in the system.

Features

Transportation ShortcutsYou can use shortcut keys to go to the following related screens.




FieldsAI

Active or Inactive determines if the G/L organization corresponding to the master account is active or inactive. Active or Inactive codes are:

A = Active. G/L transactions can be posted to this G/L organization.

I = Inactive. G/L transactions cannot be posted to this G/L organization.




Previous screen ESC



Master Account NoMaster Account Number is the identification of the account used to update the general ledger for a transaction and/or to establish budgets or plans. Entry is up to 20 alphanumeric characters.

Where Used: A/P Invoice Matching Detail; A/P Receiving Detail; ACCT; APRG; APVT; ARCJ; ARIR; ARRJ; ARTX; BKCJ; BKFT; CINV; CWIP; Foreign Cash Reference; G/L Account No List; G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); G/L Master Account Detail; G/L Master Account Recap; G/L Org No List; G/L Recurring/Template Trans Detail; G/L Transaction Detail; G/L Year/Types List; GLAU; GLBL; GLBU; GLCO; GLDQ; GLGQ; GLJD; GLJE; GLJI; GLJL; GLJP; GLJR; GLMA; GLMQ; GLPC; GLTG; ICCR; Invoice Line Item Detail; IVIE; IVII; IVPR; IVRR; LRRP; PORI; PORV; WIPR



Organization NoOrganization Number is one of the two account structure elements included in the Master Account No. The combination of the Organization Number and G/L Account No is used to create the Master Account No during the account update process and for budgeting purposes. Entry is any alphanumeric combination of up to 19 characters.

Where Used: G/L Org No List; G/L Org/Acct Group List; G/L Organization Group/No List; GLAV; GLGQ; GLOS; GLOT; GLOW; RTPR

Starting Org NoThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.

Where Used: A/P 1099 Distribution; A/P Payment Application Detail; A/P Payment Void Detail; A/P Received Item List; A/P Receiving Detail; A/R Payment Application Detail; APAH; APDS; APEX; APID; APIE; APII; APIR; APIV; APPA; APPD; APPI; APPO; APTX; ARAH; ARCD; AREX; ARIC; ARIH; ARPD; ARPH; ARSR; BAMT; Bank Payment Approval; BILI; BILL; BKMT; Browse Setup (customer); Browse Setup (item); Browse Setup (vendor); CACF; CCAN; CCAT; CCEX; CCMT; CIMT; CMCF; CMTA; CMTI; CNFA; COAN; COMI; COMT; Contract Item Detail/Pricing; CORV; CPMT; CUID; CUII; CUSI; CUST; FCMT; FCST; G/L Account Group/No List; G/L Account No List; G/L Batch Detail; G/L Journal Entry List; G/L Master Account Recap; G/L Org No List; G/L Org/Acct Group List; G/L Organization Group/No List; G/L Report List; G/L Source Code List; GLAG; GLAV; GLBD; GLCA; GLCI; GLDQ; GLEX; GLGQ; GLJD; GLJE; GLJI; GLJP; GLJR; GLMA; Global Extended Text Selection; GLOS; GLRD; GLRL; GLSC; GLSI; GLSS; ITBI; ITCB; Item Master; Item Shortages; ITMB; ITMI; ITPB; ITPI; IVCO; IVIA; IVIE; IVII; IVRV; LMMT; Location Selection Setup; MCST;



MOAN; MOMI; MOMT; MORI; MORV; MPED; MPIT; MSMT; NMTA; OPSL; Orders on Shipment; ORST; Packaging Detail; PASS; PBCI; PBCT; PBMI; PBMT; PCMT; PCST; PICI; PICK; POAN; POAS; POCI; POCT; POMI; POMT; PORI; PORV; REDI; RTMT; RVED; SBOL; Selection Setup; Serial Number List; Serial Numbers Shipped; SHIP; Shipments by Line Item; SHPI; SSII; STAD; SUND; SUNR; SUPD; SUPR; TEXT; TXTA; VAT Summary (APSM Module); VATT; VEDI; VEID; VEND; VENI; Workcenter Master


Fourth Shift Release 7.50 RTPR – G/L Restructuring Preview and Verification

RTPR – G/L Restructuring Preview and VerificationThe RTPR task provides a detailed look at the impact of the changes involved in the master account and/or consolidation account restructuring you have set up. The RTPR task also identifies any errors that would prevent the restructuring process from completing successfully. Several types of problems are checked for by the RTPR task that are not checked for during the RTIN (G/L Restructuring Data Integrity Test) task execution.

An extensive group of reports is also generated which enables you to evaluate your changes and analyze the overall impact of these changes. It is recommended that you save the reports created along with all the materials you retain for audit purposes. These reports will identify all the changes made to your master accounts.

Several external cross reference files are created by the RTPR task. These files are used later by the RTEX (G/L Restructuring Execution) task to perform the changes to your master accounts and consolidation accounts once all verification has been completed.

ParametersTo request the G/L Restructuring Preview and Verification process, enter the RTPR task as one of the sequenced tasks in a batch process. The RTPR task is used after any needed translation tables are entered and a preview of the impact is desired. The RTPR task generates reports and cross reference files but does not modify the information in the database.

ExampleFor example, to request the G/L Restructuring Preview and Verification as the first task in a process, the Seq Num, Task and Parameters fields in the task line are entered like this:

01 RTPR

To run the RTPR task, use the BEXE (Batch Process Execution) screen to execute the process in which the RTPR task is entered. Check the LOG file produced if the RTPR task does not execute successfully.

It is recommended that you print the verification reports to disk (Report Destination = 2). Each report is saved to a unique file (RTPR*.RPT) that can be reviewed on-line with an ASCII text editor.

The RTPR task generates several types of cross reference files and several reports.

External FilesThe files created include external database files (*.DBF) and indices (*.NDX). These files are used throughout the restructuring process to identify the changes that are needed.

ReportsTwo types of reports are created by the RTPR task: informational and exception. Informational reports are used to verify and confirm your new account information. Exception reports contain error messages that must be resolved before you can continue with the restructuring process.


Seq Num 01 First task in process

Task RTPR G/L Restructuring Preview and Veri-fication



Several of the informational reports are created in a variety of formats to assist you in the verification process. The types of formats are: complete and filtered. The complete format lists all information about the master accounts, organization and G/L accounts in your system. The filtered reports contain only the information that would be changed during the restructuring process based on a custom translation table.

Reviewing ReportsUse an ASCII text editor to browse and search within a specific report file, if the reports were sent to disk (Report Destination = 2).

It is recommended that you save these reports with your other audit materials once you are satisfied with the way the restructuring process will modify your database.

Informational ReportsThe following table lists the reports generated for use in evaluating the changes recommended or completed. The report file identifies the file name used when the reports are sent to disk (Report Destination = 2).

Note: Filtered reports are printed only when custom translation tables are used.

Exception ReportsThe following table lists the reports generated when an exception condition is detected. The report file identifies the file name used when the reports are sent to disk (Report Destination = 2).

Function Title Type

RTPR08 Master Account Number List — Cur-rent Master Account Number Sequence

Complete; filtered

RTPR09 Master Account Number List — New Master Account Number Sequence

Complete; filtered

RTPR10 Organization Cross Reference Report — Current Organization Sequence

Complete; filtered

RTPR11 Organization Cross Reference Report — New Organization Sequence

Complete; filtered

RTPR12 New G/L Organizational Structure Complete

RTPR13 Org Group Disposition Report Complete

RTPR14 Account Cross Reference — Cur-rent Acct Sequence

Complete; filtered

RTPR15 Account Cross Reference — New Acct Sequence

Complete; filtered

RTPR16 New Chart of Accounts Complete

RTPR17 Account Group Disposition Report Complete; filtered

Function Title

RTPR01 Partially Qualified Organization List

RTPR02 Untranslatable Organizations Report



Note: Exception reports are printed only when exceptions are encountered.

Log FileUse the LOG file to determine if any additional exception conditions were encountered during the RTPR task processing. Each phase completed is listed in the LOG file with processing time information.

Several error messages can be listed in the LOG file. If messages are listed such as MISSING ORG or MISSING ACCT, these errors must be corrected before continuing. Use the GLOS or GLCA screen to add the missing component. Then, use a custom translation table to merge this information into the appropriate master account.

Establish an offset account for each account type on the GLCA screen, if necessary, to allow you to merge several accounts that are no longer required. This allows you to set up a custom translation table to delete the previous accounts but retain the history. This process can also be used with organizations by establishing an offset organization on the GLOS screen.

Reports

Account Cross Reference (Current Acct Sequence)Compare the New Account Sequence and Current Account Sequence versions of this report.



Account Cross Reference (New Acct Sequence)Compare the New Account Sequence and Current Account Sequence versions of this report.



Account Group Disposition Report

RTPR03 Untranslatable Accounts Report

RTPR04 Unauthorized Master Acct Merging Report

RTPR05 Account Type/Category Conflict Exception Report

RTPR06 Open/Closed/Inactive Master Account Warning Report

RTPR07 Retained Earnings Org Boundary Violation Report

Function Title



Lists the predicted modifications to account groups.



Account Type/Category Conflict Exception ReportLists conflicts in the range specified for the custom translation table on the RTMT screen.



Master Account Number List (Current Master Account Number Sequence)Compare the New Master Account Sequence and Current Master Account Sequence versions of this report.



Master Account Number List (New Master Account Number Sequence)Compare the New Master Account Sequence and Current Master Account Sequence versions of this report.



New Chart of AccountsLists the predicted modifications to all account numbers.



New G/L Organizational StructureLists the predicted modifications to all organizations.

Access Method



To generate the report, execute the task as part of a batch process on the BEXE screen. For more information on reporting in general, see "Printing and Reporting" in the Fourth Shift Basics manual.


Open/Closed/Inactive Master Account Warning ReportLists closed or inactive master accounts which are included in the restructuring process.



Org Group Disposition ReportLists the predicted modifications to organization groups.



Organization Cross Reference Report (Current Organization Sequence)Compare the New Organization Sequence and Current Organization Sequence of this report.



Organization Cross Reference Report (New Organization Sequence)Compare the New Organization Sequence and Current Organization Sequence of this report.



Partially Qualified Organization ListLists the partially qualified organizations defined using the GLOS screen that must be deleted before beginning the restructuring process.


Report Template



This report is not a template-based report.

Retained Earnings Org Boundary Violation ReportLists the custom translation tables which include changes at the retained earnings organization level. Changes to the custom translation table or adding the organization level to the master account mask may be needed.



Unauthorized Master Acct Merging ReportLists master accounts which are to be merged when merging is not selected as a configuration option for the restructuring process.



Untranslatable Accounts ReportLists accounts that cannot be interpreted by the restructuring process.



Untranslatable Organizations ReportLists organizations that cannot be interpreted by the restructuring process.



FieldsAcct Group

General Ledger Account Group is several G/L accounts combined for inquiry and reporting purposes. Entry is any alphanumeric combination of up to 10 characters. G/L Account Group must begin with an alpha character and cannot contain a hyphen (–) or front slash (/). An underbar (_) is recommended as a separator.



Where Used: G/L Account Group/No List; G/L Org/Acct Group List; GLAG; GLAT; GLAW; GLCA; GLCI; GLGQ; RTPR

Acct NoGeneral Ledger Account Number is one of the two account structure elements included in the Master Account No. The combination of the organization and General Ledger Account Number is used to create the Master Account No during the account update process and for budgeting purposes. Entry is up to 10 numbers.

Where Used: G/L Account Group/No List; G/L Org/Acct Group List; GLAG; GLAT; GLAV; GLAW; GLCA; GLCI; GLGQ; GLTP; RTPR; Sales and COGS Account Numbers

AIActive or Inactive determines if a master account can be used to post transactions. Active or Inactive codes are:

A = Active. Transactions can be posted to this G/L master account.

I = Inactive. Transactions cannot be posted to this G/L master account.

Where Used: G/L Account No List; G/L Master Account Detail; GLAV; GLCA; GLCI; RTPR

ATAccount Type identifies the nature of the account. Account Types are:

A = AssetL = LiabilityI = IncomeC = CapitalE = ExpenseV = Volume.

Used for statistical accounts only.

B = Balance. Used for statistical accounts only.

Where Used: G/L Account Group/No List; G/L Account No List; G/L Master Account Detail; GLAG; GLAT; GLAU; GLAV; GLAW; GLBL; GLBU; GLCA; GLCI; GLDQ; GLMA; GLPC; GLTG; GLTP; RTPR

Consld G/L Account NoConsolidation General Ledger Account Number is the account portion of the consolidation account used to combine the net activity of related business units to report financial position as one entity. Entry is up to 10 numbers.

Where Used: GLAG; GLAT; GLAV; GLAW; GLCA; GLCI; RTPR



Consolid Org NoConsolidation Organization Number is the organization portion of the consolidation account used to combine the net activity of related business units to report financial position as one entity. Entry is up to 19 characters.

When the Considation Organization Number is updated at an organization level, the change will be applied to the same level part of the Considation Organization Numbers of all the subsidiary organization numbers underneath this organization level.

Where Used: GLAV; GLOS; GLOT; GLOW; RTPR

CTCategory Type identifies a G/L account as posted, memo or statistical. The transactions posted to a master account must have a Batch Type that corresponds to the Category Type. Category Types are:

P = Posted. Used to record general ledger balances.

M = Memo. Used to allocate costs such as depreciation for reporting purposes.

S = Statistical. Used to track statistics such as headcount, labor hours or square footage.

Where Used: G/L Account Group/No List; G/L Master Account Detail; GLAG; GLAT; GLAU; GLAV; GLAW; GLBL; GLBU; GLCA; GLCI; GLMA; GLPC; GLTP; RTPR

Curr/New Consld G/L AcctCurrent/New Consolidation General Ledger Account identifies the Consld General Ledger Account No prior to and following the restructuring process.

Where Used: RTPR

Curr/New Consld Org NoCurrent/New Consolidation Organization Number identifies the organization portion of the consolidation account prior to and following the restructuring process.

Where Used: RTPR

Curr/New G/L AcctCurrent/New General Ledger Account identifies the General Ledger Account No prior to and following the restructuring process.

Where Used: RTPR

Current Member/DescCurrent Member/Description identifies the G/L account numbers and account descriptions for each account group impacted by the restructuring process.

Where Used: RTPR



Current Org Group/No/DescriptionCurrent Organization Group/Number/Description identifies the organization, organization group and description prior to the restructuring process.

Where Used: RTPR

Current/New Master AcctCurrent/New Master Account identifies the master account number prior to and following the restructuring process.

Where Used: RTPR

Current/New OrgCurrent/New Organization identifies the organization prior to and following the restructuring process.

Where Used: RTPR

DIDisposition Indicator identifies the type of action needed based on the restructuring selections. Disposition Indicators are:

R = Removed. The organization/account was removed from the group because a duplicate was found.

T = Transferred. The organization/account was transferred to another group.

blank = None. No changes occurred.

Where Used: RTPR

From/Thru Custom Translation RangeFrom/Thru Custom Translation Range identifies the beginning and ending master account numbers using the custom translation table.

Where Used: RTPR



G/L Account NoGeneral Ledger Account Number is one of the two account structure elements included in the Master Account No. The combination of the organization and General Ledger Account



Number is used to create the Master Account No during the account update process and for budgeting purposes. Entry is up to 10 numbers.

Where Used: G/L Account Group/No List; G/L Org/Acct Group List; GLAG; GLAT; GLAV; GLAW; GLCA; GLCI; GLGQ; GLTP; RTPR; Sales and COGS Account Numbers



GIGroup Indicator identifies that the marked organization or account will inherit the organization or account group memberships from the existing organization or account. Group Indicators are:

* = Organization/account group which will inherit group membershipblank = Organization/account group memberships will not be inherited

Where Used: RTPR

LevelOrganization/Account Level indicates the position of an organization or G/L account in relation to the higher-level organization or G/L account specified.

Where Used: GLAT; GLAW; GLOT; GLOW; RTPR

New Member/DescNew Member/Description identifies the G/L account numbers and account descriptions for each account group after the restructuring process.

Where Used: RTPR

New Org Group/No/DescriptionNew Organization Group/Number/Description identifies what the organization, organization group and description is following the restructuring process.

Where Used: RTPR

OCOpen or Close indicates whether a master account can have transactions posted against it. Transactions do not post to closed master accounts. Open or Close codes are:



O = OpenC = Closed

Where Used: G/L Master Account Detail; RTPR



Organization GroupOrganization Group is several organizations combined for inquiry and reporting purposes. Entry is any alphanumeric combination of up to 20 characters.

Where Used: G/L Org/Acct Group List; G/L Organization Group/No List; GLGQ; GLOS; GLOT; GLOW; RTPR

Organization NoOrganization Number is one of the two account structure elements included in the Master Account No. The combination of the Organization Number and G/L Account No is used to create the Master Account No during the account update process and for budgeting purposes. Entry is any alphanumeric combination of up to 19 characters.

Where Used: G/L Org No List; G/L Org/Acct Group List; G/L Organization Group/No List; GLAV; GLGQ; GLOS; GLOT; GLOW; RTPR

PIParent Indicator identifies the source used for transferring organization/account user-defined information from the Miscellaneous Data1-6, Miscellaneous Amount1-5 fields and the Open/Close indicator. Parent Indicators are:

* = Source of transferred informationN = Master account does not have history created by use in a journal entry or budgetblank = Not a source for information

Where Used: RTPR

TMTranslation Method identifies the type of restructuring requested for this account. Translation Method options include:

C = Custom. Custom translation tables are specified for this master account, organization or G/L account.



D = Default. Default translation is based on the default translation table used when no custom translations are entered.

W = Wildcarded. Wildcarded translations occur when the wildcard character (*) is used to define a range of master accounts for a custom translation.

Where Used: RTEX; RTPR

User CodeUser Code is a user-defined description that can identify, for example, the person(s) responsible for maintenance of a master account or the account group. Entry is any alphanumeric combination of up to 6 characters for each of two positions.

Where Used: Foreign Cash Reference; GLAV; GLCA; GLCI; RTPR


Fourth Shift Release 7.50 RTST – G/L Restructuring Status

RTST – G/L Restructuring Status Use this screen to review the status of the restructuring process. The last process completed, a record of any error encountered and the next recommended step is listed. Several types of error conditions are listed with an indicator of whether the condition exists. Review these conditions to determine if changes are needed.

Features





FieldsFunction

Function codes are four-character abbreviations for screen names. Each screen has a unique code used for identification and transportation. For example, ITMB identifies the Item Master screen. Entry is 4 alphanumeric characters.


Pre-Execution ErrorsPre-Execution Errors indicates whether an error condition exists that prevents the next phase of the restructuring process from completing successfully. Any pre-execution errors that exist must be corrected before you can continue with the next phase of the restructuring process. Pre-Execution Errors include:




F9

RTCT (G/L Restructuring Consolidation Trans-lation)

F10


Fourth Shift Release 7.50 RTST – G/L Restructuring Status

Y = Yes. Pre-execution error conditions do exist for this information.

N = No. Pre-execution error conditions do not exist for this information.

Where Used: RTST

Unauthorized ChangesUnauthorized Changes indicates whether a change during the restructuring process was requested that can not be completed based on the configuration options selected. Any unauthorized changes that exist must be corrected or the configuration option modified before you can continue with the next phase of the restructuring process. Unauthorized Changes values include:

Y = Yes. Unauthorized changes exist for this portion.

N = No. Unauthorized changes do not exist for this portion.

Where Used: RTST


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