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Q: I accidentally entered a batch in the wrong year and just want to delete it out of the system. How do I do that? A: It is possible to delete or modify transactions in the Year-To-Date transaction file. In general this is frowned upon by the auditors. Most errors can be corrected by posting a correcting entry, but in a case such as this you donīt really want those entries showing up in the books and you would rather just be able to start over. I explain how to do this below. Q: I have entered data for 97-98 F/Y and did not close the 96-97 F/Y before entering this data. A: I think there may be a bug in the year-end routines regarding the handling of transactions dated in the following year. It should just ignore them, but I donīt think it does exactly the right thing. I do not recommend entering transactions for future periods before year end closing. Itīs best to delete the bad batches and start over as explained below. Q: So, what do we do now? How can I reverse what I've done? I have attempted to go into the periods and modify them, but it doesn't seem to work. A: Modifying periods won't help. When things like this happen, the best thing to do is to unload, edit, and reload the year to date transaction file. Here is the procedure: 1) Make a backup of the GLFILE directory, in case anything goes wrong. 2) Go to a DOS prompt. 3) Run the MENU once at the DOS prompt and exit. This should leave DBLDIR set in the environment. (If it doesnīt run, include the path to menu.bat, e.g. c:\bat\menu or c:\menu). 4) Go to the glfile directory: cd \buspkg\glfile 5) Run the ISLOAD utility and unload YTDGLT: dbr dbldir:isload (If it doesnīt run, include the path to dbr.exe, e.g. c:\dbl\dbr dbldir:isload). OPTION: unload Enter name of ISAM file to be UNLOADed: ytdglt Enter name of sequential file into which to UNLOAD: ytdglt (If it says Cannot open ytdglt [32: superseding existing file], you already have a file by that name (ytdglt.ddf) in the directory. You can either delete the old file or choose a different name for this one (e.g. ytdglt1). What progress reporting interval? 1000 This creates a file \buspkg\glfile\ytdglt.ddf which contains the unloaded records. 6) Edit this file with DOS EDIT or WordPad. Your challenge now is to find what needs to be changed. You will see something like: 020000010670010930930001277483BBF Balance Brought Forward Each line is exactly 65 characters long, including the spaces at the end. You can't change the length of a line or it will be rejected when you reload. The first 2 characters are the company number. The next 12 are the account number including leading zeros (6 major and 6 minor). The next six are the date MMDDYY. The next 10 are the amount (more about the amount below). The next 5 are the batch source code. The remainder is the transaction description field. For the amounts, if it is a debit, the amount just looks normal. If it is a credit, the last digit on the right is as follows: p = 0 What you need to do is to locate the lines that need to be deleted and remove them, or that have wrong amounts, and correct the numbers with the editor. You should be able to find a detail line in a Trail Balance for every line in the file. Any change you make here will show up on your Trial Balance. 7) Clear out all the data records in ytdglt. Do this with the ISLOAD utility. To do this: dbr dbldir:isload OPTION: clear Enter name of ISAM file to be CLEARed: ytdglt You now have a good ytdglt file with no records in it. 8) Reload the new ytdglt file with the records you unloaded above. To do this: dbr dbldir:isload OPTION: load Enter name of ISAM file to be LOADed: ytdglt Enter name of sequential file from which to LOAD: ytdglt What progress reporting interval? 1000 It now loads the file. When it has finished it asks: Enter name of continuation input file: <Ctrl-Z> (That is, press Control Z to terminate the utility). Now go back into the buspkg, and check your trial balances. You should check all companies. If everything is ok, you're in business. Don't start posting again until you are sure things look right. If you still have problems, you can start back with editing the ytdglt.ddf file, and then go to steps 7 & 8, clear and load. (You don't need to do another UNLOAD unless you have posted in the meanwhile). If you have any trouble following this procedure let me know. I've been a little sketchy. |
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