SAP File Utilities

File Utilities

The options on the Utility Menu are used to calculate summary totals from detail transactions, rebuild secondary index records, verify account numbers and correct transactions.

Note Use of these options requires Installation Security. Options on this menu should be used very carefully and access should be limited to personnel who are very familiar with the operations of each system.

In most cases, these options should only be used under the direction of CGC personnel.

On the Main Menu, select System Administration, and then click File Utilities.

Where do you want to go?

"Job Cost Recalculation" "Customer Recalc" "Purchase Order Recalc" "Subcontract Change Order Recalc" "A/R Contract Change Order Recalc" "Job Desc – Contract Amount & C/O Recalc" "Vendor YTD" "Subcontract Resequence" Job Cost "J/C & G/L Detail Verification"	"General Ledger Detail Maintenance"
	"Job Cost Detail Maintenance"
	"Remove Unused Job Cost Records" "Report Header Maintenance" "General, Sales, and Purchase Journal" "Reset A/P Processing Sequence" "Reset P/R Processing Sequence" "Restart Payroll Update (U.S.)" "Restart Payroll Update (U.S.)"

Additional File Utilities

"Clear A/P Progress Billing" "Clear P/O “In Use” Code" "Clear Job “In Use” Code" "Clear Customer “In Use” Code" "Clear A/R Progress Billing" "Clear Cash Receipts Work Files" "Vendor Maintenance Utility"	"A/R Cash G/L Account Maintenance" "A/P Cash G/L Account Maintenance" "J/C Distribution Resegmentation Utility"

Select the desired options from this menu to review or correct files for one or all applications.

Calculated Balances

These options are used to recalculate various account balances. For example, job-to-date balances can be recalculated using this option. you may also select the option to create balances after data has been converted from another system or when conditions (i.e., program or machine malfunction) cause your accounts to be out of balance.

Resequence

This section provides you with options to resequence records in the Change Order, Accounts Receivable and Subcontracts files. Use these options when adding new records during conversion or when a hardware or software malfunction has caused the records to be incorrect.

Verify Account Numbers

This section provides you with options which allow you to verify that information required for posting is established and intact. For example, an active General Ledger master record must exist for each General Ledger account, and a Standard Cost Distribution must be added to each job for posting Payroll Burden. These options print a report that allows you to verify that these are in place.

Maintenance

This section provides you with options which allow you to maintain records existing in the General Ledger post file and the Job Cost post file. Use these options when a malfunction has caused records not to be posted or when an out-of-balance posting has occurred.

Miscellaneous

This section provides you with access to several utility features including:

• Clear A/P Progress Billing

• Clear Customer "In-Use" Code

• Remove Unused Job Cost Record

• Clear A/R Progress Billing

• Clear Cash Receipts Work Fields

• Report Header Maintenance

• General Journal, Sales Journal and Purchase Journal

Resort/Resequence Processing