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This program is used to erase time and costs globally, particularly in the case of inadvertent duplicate loads of time and cost files. In the past, duplicate finalized records were handled by going into dbaccess and using SQL statements to change the status to E and delete any audit and glpost records, requiring a Check History tables be run in order to update the history tables. This Global Erase program is designed to obviate that procedure. Note: This program DOES NOT DELETE any records.
When the Global Erase program is used, the records are updated with a bill status of E, appropriate audit and glpost records are created and the history tables are updated accordingly. After the audit records have been created by the Global Erase program, it is necessary to gather them into an audit batch and then finalize the audit batch in order to post the glpost records to the general ledger. Note: This step is the same as if the user modified each record manually.
This program is not available through the Elite menus. It must be run from a command line using the following syntax:
tc_erase.4ge timecard "tmatter='1000-001'" SCAN RC >repfile.out
- 1 Enter the name of the executable: tc_erase.4ge
- 2 The first argument should be specified as either "timecard" or "cost," depending on which type of records are being erased globally.
- 3 The second argument should be the WHERE condition, enclosed in upper case quotes (" "). The WHERE condition can be any valid SQL statement using any fields in the timecard or cost table. Both time and cost updates are automatically joined to the matter and batch tables; therefore, your SQL statement can also include any columns from those tables.
Any values for character fields within the SQL statement should be contained in lower case quotes (' '). For example, to globally erase all time entries for matter 1000-001, enter "tmatter='1000-001'" (since the matter number field is a character field, enter lower case quotes (' ') around the matter number). To globally erase all costs for batch 100, enter "bbatch=100" (since the batch field is a serial field, the batch number does not need to be enclosed in quotes).
- 4 The third argument should be specified as SCAN or RUN. It is always advisable that a SCAN pass be generated first. When a SCAN pass is run, the program displays how many records meet the WHERE condition.
If it appears the SCAN pass returned too many records, check the WHERE condition and change the statement as necessary.
When a RUN pass is generated, the program displays a list of the timecard index numbers (or cost index numbers) that were updated. When the update is completed, all the selected records will have a status of "E" (Erased), the values on the record are zeroed, and a TME (time modify erase) or CME (cost modify erase) audit record is inserted into the audit table. (If the record has an NB status to begin with, the audit record is created with the appropriate audit code, TMENB or CMENB.) Appropriate G/L post records and history table modifications are also created at RUN time.
- 5 The fourth argument is required only if the Reason Code feature is turned on. In other words, if the Miscellaneous Control Default option 400 (Require Reason Code for Audit) value is set to Y, then Reason Codes are required and a valid reason code whose type flag = A (all) or N (negative) must be entered. The program also checks for start and end dates on the reason codes to ensure the reason code is valid.
- 6 Enter an output file name. It is always advised to send the process to an output file. This report can be used to verify the time or cost index numbers that were updated after a RUN pass.
To run this program in background, enter the syntax is as follows:
nohup tc_erase.4ge timecard "matter='1000-001'" SCAN RC >repfile.out &