SECTION 1.5.1 - DEBTOR AUTO-JOURNALS MENU
Auto-journals are special daemon records that tell HiFinance to create journals in the Debtors on a regular basis. Each time SUPERVISOR, or any other user who is tagged for this function, logs onto the system, the programs will check if there are any auto-journals to be posted, and if so will automatically create the postings. Examples of auto-journals include rent payments, etc.
The DEBTOR AUTO-JORUNALS MENU is accessed as item 1 on the DEBTOR UTILITIES MENU. On selecting this menu the following screen will be displayed:
To return to the DEBTOR UTILITIES MENU, press <ESC>.
Fields available on the AUTO JOURNALS MASTER file.
DEBTOR CODE This must refer to an existing Debtor. The value of the journal will be debited (added) to this Debtor.
GENERAL LEDGER CODE This must refer to an existing General Ledger account. The value of the journal will be credited (subtracted) from this account. The contra entry is always the Trade Debtor account.
DESCRIPTION This is a description of the journal. This description will be used when generating the journal. It may be up to 50 character long. It is a compulsory field. In certain installations, specific tags can be added, which will be replaced by variable strings, eg the string <LAST-MONTH> at the end of the description line will be replaced by the month and year of the previous month. (This is site specific.) For further information, please call your dealer or Horizon Information Systems.
THEIR REFERENCE This is a 10 character field that allows you to optionally enter any reference supplied by the Debtor.
OUR REFERENCE This is a number from 0 to 999999. It can be used to link the computer-generated journal to a manual record.
VALUE This is the value of the journal. The value must be greater than zero.
CREATE JOURNAL Here you tell HiFinance when you wish to create the journals. You can choose to create the journals on a daily basis, eg every 7 days, or you can specify a monthly basis, eg every 3 months. Also, you must specify when the journals will start. If you backdate the start-date, HiFinance will automatically create any missed postings (next time you log in).
ENDING This tells HiFinance to stop posting journals. After this date, the journal is dead. It does not have to be removed, unless you need the space. You can specify that the journal should stop on a date or after a specified number of postings or when a certain dollar value is reached. You can also specify a combination of these.
SEND WARNING MAIL ON This can be used to specify to the system that a warning message should be sent to someone on a specific date. This can be used to warn that a journal should be checked or that it is about to end, etc. The message is sent via HiFinance’s internal mail system. The mail is sent to the user defined in SYSTEM DEFAULTS. (See SECTION 7.1.2.)
CREATE AS AN INVOICE This field allows you to choose if the AUTO-JOURNAL is to be produced as an actual journal or is to become an INVOICE. If you answer Y here, HiFinance will create an Invoice and update all the General Ledger transactions to reflect this.
NOTES This is an area where you may enter unstructured information about the journal. This field is also attached to the mail record if you choose to send warning mail (see above).