CLEAR TRAINING ENTRIES
After training your employees, and before you start using the system, you will need to clear out the information entered while training.
1. Clearing of Sales from the Sales Journal
After ringing up different types of sales at the Point of Sale for training, you will need to run the following programs:
SLTL - Total Cash Registers
Choose Option #1 = Total All Registers
This will put into the Sales Journal, on the day the registers were totaled, the sales used for training.
SLE - Add/Chg/Del Daily Sales
Enter your Store # <Enter>
Enter the date the registers were totaled (MMDDYY) Example: 081397 <Enter>
All Ok? Y/N _ Enter a "Y". This will bring up the sales journal entries for that day. Since the sales were not actual sales, you will need to Delete the Sales.
Press <Esc> for Options
Press "D" to Delete.
Note: If you have totaled the registers on more than one day, you will need to delete the sales for each day you have totaled. To see if any other days have sales information, run the SLP program for the month, year, and the last day of the month. Choose "D" <Enter> to display to screen, enter "N" to send to the General Ledger. All Ok? Y/N _ Enter a "Y". This will bring up any information that has not been deleted from the sales journal. If there is no information in the sales journal, you will go back to the options window.
SLTP - Print Receipt Tapes
Make sure no one is in the P.O.S. Run Option #1, to clear the file of all the training sales so they will not print with the "real" sales.
2. Clearing of Accounts Receivable Entries
We suggest you use a bogus R/A account number when training on ringing up invoice, credits, and payments to Account Receivable accounts.
Do NOT run the SLAR program. The SLAR program post the entries to the A/R accounts. You may clear these entries if SLAR has not been run by doing the following:
ARUL - A/R Entry Merge
"Are you sure you want to empty the A/R transaction file? (Y)es (N)o ? ", will be displayed.
Enter a "Y" and the file will be cleared so the entries will NOT be posted.
Note: If you have run the SLAR program, you will need to go to ARE and make adjusting entries to balance out the entries made to the accounts. When the SLAR program is run, an input audit trail is printed, so you will know the accounts that have been posted to.
3. Clearing of Gift Certificates / Layaways
If you have sold any Gift Certificates or set up any Layaways during training, these will need to be deleted.
SLGL - Gift Cert/Lay Maint.
Choose Option #3 = Delete Gift Certificate <Enter>
Will ask you to enter the Control Number, but you may press <F1> to display gift certificates on file. Highlight the gift certificate used in training and press <Enter>. The information on the gift certificate will be displayed, and you will be asked, "Are you sure?[_]. Enter a "Y" to delete. If no gift certificates are displayed, then the file is empty. If you have already entered existing gift certificates, do not delete them.
SLGL - Gift Cert/Lay Maint.
Choose Option #6 = Delete Layaway
Will ask you to enter the Control Number, but you may press <F1> to display layaways on file. Highlight the layaway used in training and press <Enter>. The information on the layaway will be displayed, and you will be asked, "Are you sure?[_]. Enter a "Y" to delete. If no layaways are displayed, then the file is empty. If you have already entered existing layaways, do not delete them.
4. Clear Inventory Items Entered
Before you start entering your inventory, you will need to delete the items entered during training that you do not want to carry.
IVI - Item Inquiry
In the Title field press <Enter>, and all items entered into inventory will be displayed. Highlight the item you want to delete <Enter>, the item’s maintainance screen will be displayed. Press <F4> for Options, and choose "D" to delete the item. Do this for each item you do not want in inventory.
5. Clear Special Orders Entered
To clear any Special Orders that were set up during training:
IVSI - Spl Order Inquiry
Choose Option #1= By Customer Name <Enter>
At the Enter Name field, press <Enter> to display all names.
Highlight the special order used in training and press <Enter>. This will display the special order screen.
Press "D" to delete. "Are you sure? _ ", will be displayed. Enter a "Y". Highlight any other special orders that were used in training and delete in the same manner.
Note: The items will be deleted but will still show on the list of special orders until you exit the program.
6. Clear Accounts Payable Entries
Any invoices/credit memos entered during training that are not valid will need to be deleted.
APE - Accounts Payable Entry
Choose Option #4= Delete an Unpaid Invoice <Enter>
Enter the Vendor Number, press <Enter>, then enter the Invoice number, press <Enter>. All OK? Y/N: Enter a "Y" and the invocie will be deleted. Results successful - A/P item deleted & G/L entry offset.
APE - Accounts Payable Entry
Choose Option #5= Delete Unused Credit Memo <Enter>
Enter the Vendor Number, press <Enter>, then enter the Credit Memor number, press <Enter>. All OK? Y/N: Enter a "Y" and the credit memo will be deleted. Results successful - A/P item deleted & G/L entry offset.
7. Clear General Ledger Entries
You should NOT close out a month on the General Ledger, even in training! Any entries to the General Ledger may be cleared by deleting the GLTRAN file from the BOOK directory.
Exit BSMGR to the DOS prompt where BSMGR is installed. Usually the C prompt if the server, or F prompt if a work station.
Type in cd \book <Enter> to change to the book directory.
Type in dr <Enter> to display files in the book directory.
Highlight the file GLTRAN and press <F2> to delete. "GLTRAN will be deleted. Do you wish to delete it? Y/N", will be shown at the right bottom of the screen. Press "Y" and the file will be deleted. This will clear the General Ledger of any current entries.
If you have closed a month, call BSMGR support. 915-670-9302