GL File Copy Maintenance

Use GL File Copy Maintenance to add to, delete from, or edit the list of General Ledger files to be copied to the Prior Year during the Save Prior Year Files routine at Fiscal Year End.  There are two file copy routines; one for Appropriations and one for General Ledger.  These routines display the file names that are copied from Current year to Prior year during the Save Prior Year Files routine.  It is important to check both maintenance routines to verify the proper files are listed.

• These are the General Ledger files that need to be copied and must be listed on the table:

• JRNL-01 - JRNL-14

• HJRNL-01 - HJRNL-14

• GLMAST

• NDSGLBAL

• For a complete list of General Ledger files and definitions, contact NDS Technical Support.

• For more information about working with data in fields, see the Data Entry Guidelines.

Directions:

To see directions for...

• Opening GL File Copy Maintenance, click More.

   

  1.  Click Utilities from the Menu Bar.

  2.  Click Fiscal Year End.

  3.  Click GL File Copy Maintenance.
  
  Or, use the keyboard shortcut:  [ALT] [t] [f] [g].

   

  GL File Copy Maintenance Window Example:

  

   

• Adding a File to the List of Files to be copied, click More.

   

  1.  Click New .
  Keyboard shortcut:  [ALT + n]

  2.  In the From Volume box, enter the current year volume name.

  3.  In the To Volume box, enter the prior year volume name.
  Tip:  Often COXXPRYR (where XX is the company number), please contact Technical Support for volume name verification.

  4.  In the Current Year Filename box, enter the name of the file to be copied.

  5.  In the Prior Year Filename box, enter the same file name.
  Tip:  The name must be the same name in order for the program to work properly.

  6.  In the Copy? box, click Yes to select Yes.

  7.  In the Initialize in the Current Year? box, click No to select No.
  Note: For Fiscal Year End purposes, this is always set to NO.

  8.  In the Initialize in the Prior Year? box, click No to select No.

  9.  Click Commit.
  Keyboard shortcut:  [ALT + o]

   

• Editing a File in the List of Files to be Copied, click More.

   

  1.  Click to select the line to edit.

  2.  To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3.  Enter the data changes.

  4.  To complete the edit process, click Commit , or press [ENTER].
  Keyboard shortcut:  [ALT + o]

   

• Deleting a File from the List of Files to be Copied, click More.

   

  1.  Click to select the line to delete.

  2.  Click Delete.
  Keyboard shortcut:  [ALT + d]

  3.  At the Delete Records prompt that displays to warn you that a file is about to be deleted from the list, click Proceed to delete the record, or click Cancel to escape from the delete routine.

  Example:

  

   

  Note: After you click Proceed, you will see the following message on the Status Bar.