Chapter 5 - Accounting Period Clearing & Closing

CLEARING & CLOSINGany open item reports that are produced from ledgers may show different status codesfrom those shown in the tables. To prevent this, open item reports should be runafter the Ledger Clearing program is run.Only closed ledger records will be purged from the open items ledgers. Even then,the closing date of the open item referenced by the ledger record must be earlier thanthe accounting period parameter supplied by the AFS System Administrator.The Ledger Clearing program will bring the ledgers up-to-date with the open itemstables, updating the status codes and purging all records for which there is nocorresponding table record. The Ledger Clearing program affects the following files:• Open Purchase Order Ledger (POOPEN)• Open Payment Voucher Ledger (PVOPEN)The open item ledgers contain the following types of records:• Original open item transactions (original purchase orders and payment vouchers)• Succeeding documents that reference the open item. (For example, the OpenPurchase Order Ledger contains payment voucher transactions that referencepurchase orders.)• Modifications made to the above transactions.A match key field on these ledger records identifies records that are associated witheach other. The match key field on the original open item records is the documentID. On the succeeding document records, it is the document number of the referencedopen item. All records with the same match key field are treated as a set by theLedger Clearing program. Their status is changed at the same time and they aredeleted together.Closing Records inOpen Item LedgersThe status field on the open item ledgers has a value of:• "O" for open, or• "C" for closed.When a record is posted to an open item ledger, its status is open. The LedgerClearing program changes that status to "C" when appropriate. It compares ledgerrecords to the appropriate record in one of the open item header tables: OpenPurchase Order Header (OPOH) and Open Payment Voucher Header Inquiry(OPVH).If the record in the table contains a closing date, then the Ledger Clearing programchanges the status code of the ledger record to "C" if it is not already "C". If theheader table record does not contain a closing date, then the Ledger Clearing5 - 2 ISIS/AFS USER GUIDE, VOL. II (01/98)