The need arises for this process for any of the
following reasons:
1. A transaction has been damaged after having once
been properly posted or the updating of the GL was
interrupted at the time of posting (but the transaction
appeared to post successfully). Hardware problems are
the typical reason why a transaction has gone 'bad.'
2. The subheading on the GL account record has been
changed from a balance sheet item to an income statement
item (or vice versa). The system will suggest this
cannot be done, but pressing an '*' at the proper time
will allow such a change to be made.
3. The Current Year Income account as defined in
system setup has been changed and must be recalculated.
4. A transaction has been moved via diagnostics
access from its original month of posting to a different
month of posting (This is rare and should only be done
in conjunction with First Resort support assistance).
Such a move does not update the affected GL master file
records.
The process for doing the self correct procedure is
as follows:
1. When the system finds a mismatch between account
detail and the GL's stored net change amount, a screen
message will appear informing you of this condition. You
are asked to confirm if you want to proceed or ignore
the problem.
2. The message only occurs when running a posting
journal with the following options:
- Single month selected (starting date used, ending
date blank)
- NO account # range (beginning and ending account
#s = 0)
- Print, View or Display choices are OK
3. Under the above conditions, if a balance error is
encountered and you proceed, all GL accounts are
examined and corrected as needed (eg. if account #1000
is found out of balance, accounts 1001 through 9999 will
also have their balances verified).
NOTE: since you
are running a posting journal for a single month, only
that month's GL balances will be corrected. A self
correct process will need to be run for each month in
which there are error conditions.
4. There is an exception to the above - the system
will NOT initiate a self correct if the Current Year
Income account is out of balance. This is due to the
method by which the software calculates the Current Year
Income account balance; it is the net result of all
income and expense account postings and will have very
few direct postings.
5. As GL balances are updated in this process a
printout is provided (the system requires a printer to
proceed with a self correct) that tells you the account
number, previous balance, and corrected balance. The
Current Year Income account is always included, even if
its balance didn't change.
6. Though the system will normally inform you that an
imbalance exists, there are times when you may know you
need to manually force this correction (such as when
account subheadings are changed or the Current Year
Income account number is changed). Please contact First
Resort Support for information on how to manually
initiate a self correct process.
Related Information:
1. If major corrections are made during a self
correct process, you may wish to run a consistency
report (H,K) to see if there is major data damage.
2. Self corrects take approximate as long as it would
take to print or display a single month's posting
journal for all accounts.
3. Self corrects should not be done for a period that
has been archived as this would reset the Net Change
amounts for that period to zero.
4. NO postings to the month being corrected should be
made on other workstations when you are running a self
correct. Call accounting, Credit Card, and Point of Sale
interfaces should be signed out of the software if the
correction is for an active month to prevent any
transactions from being posted during the self correct
process.
