Transaction Control Options

As a function of setting up Accounts Payable, you must decide how you want to handle transaction control. In general, the term "Transaction Control" means maintaining an audit trail of transactions that are entered and posted in an application. The system offers different ways to maintain the audit trail. Regardless of which method you choose, all transactions will be entered, printed on journals, and posted by Operator ID and Control Number. Beyond that, you have several options. These are governed by two fields in the application Parameters file, called Ask for Operator ID? and Use Transaction Control?, combined with a field in each transaction control group, called Operator Exclusive?. Together, these fields provide the following alternatives:

1. If you select "no" for Ask for Operator ID?, you must also select "no" for Use Transaction Control? and the system will assume that Operator Exclusive? is "yes". The Operator ID and Control Number for each group of transactions will be automatically assigned and cannot be changed. The system will not allow any operator to edit another operator's transactions. No control or hash totals will be kept, and no data will be posted to the Transaction Control file. Also, you will not be able to enter transactions in a foreign currency (currently implemented only in General Ledger).

2. If you select "yes" for Ask for Operator ID? and "no" for Use Transaction Control?, the system will assume that Operator Exclusive? is "no". The Operator ID and Control Number for each group of transactions will be automatically assigned but Operator ID can be changed. In addition, any operator will be allowed to edit any other operator's transactions. No control or hash totals will be kept, and no data will be posted to the Transaction Control file. Also, you will not be able to enter transactions in a foreign currency (currently implemented only in General Ledger).

3. If you select "yes" for Ask for Operator ID? and "yes" for Use Transaction Control?, the system will default Operator Exclusive? to "no" but an operator can override this to restrict access to his or her own transactions. The Operator ID and Control Number for each group of transactions will be automatically assigned but Operator ID can be changed. In addition, control and hash totals can be entered and will be balanced against the sum of transactions and each control group can have a unique description.. One record will be written to the Transaction Control file for each group of transactions posted, capturing pertinent details such as operator ID, control number, description, number of transactions, last transaction posted, total amount posted, number of errors, and number of warnings. Transaction Control file contents can be printed on reports and/or viewed through an inquiry. Finally, this is the only alternative which enables you to enter transactions in foreign currencies (currently implemented only in General Ledger).

The third alternative described above will provide you with the highest level of transaction control. If desired, it is also possible to treat Operator ID as a user-assigned batch ID, provided Ask for Operator ID? is "yes" and Operator Exclusive? is "no".