AFO 493 – Update cash overviews
493.1 Introduction
Using AFO 493, you can update the various cumulative cash register overviews. The system distinguishes between three types of cash register overviews:
· overviews that are updated on-line (viewed using AFO 491);
· cumulative overviews (viewed using AFO 492);
· overviews of amounts due (viewed using AFO 492).
The last two of these overviews are updated using this AFO 493.
We recommend that these updates be performed at least once each day. When updating the various overviews, the system will divide borrowers and items into categories. However, if you wait too long to perform the updates, there is a risk that borrowers and/or items will have since been deleted, as a result of which the system will not be able to place them in the correct category. These borrowers and/or items are then listed in the category ‘Not defined'.
After AFO 493 has been activated, a menu screen will be displayed in which the overviews that can be updated are listed.
The options are described in the next sections.
493.2 Update of financial surveys
When you select the option ‘Transactions' or ‘Amounts due' or ‘Current deposits' from the menu, the system will switch to the standard procedure for scheduling processes. When the update is finished, the start screen for this AFO 493 will be displayed. Once this job has been run, you are able to get financial information via AFO 492.
493.2.1 Payments
The processing of all payments for the required reporting related to Income management is driven from Vubis's transaction log which holds the permanent details necessary to build the reports.
However, this log holds significant amounts of data other than just payments. In order to ensure that the processing required to produce the main and regular reports is quick, the system will build an index to the log so that just payments can be retrieved quickly. This index is built in background by a job which will be left running and which will scan the log every so often to update the index.
The Payments option is required to initiate this background job; typically this job will be started in memory, so that the nightwatchman initiates it every morning in the "early hours". This job continues to run until late at night, updating the index as necessary. (In this respect it can be compared with the Reservations messaging task which runs in the same way).
It should be noted that the reporting jobs will also ensure that the index is up-to-date; for example, supposing that the Payments indexing job ran at 16:45, and then is scheduled to run again at 17:15. If the reporting job is run at 17:00, then the first thing it will do is to update the index for the period from 16:45 up to the moment it is run.
This also means that if the Payments job is NOT running for any reason, then the reporting jobs will ensure that the index is fully up to date – of course, if the Payments job has not run, then this may take some time.
When you select this option, an input form will be displayed:
Enter the required time slots and click . Next , the system will switch to the standard procedure for scheduling processes. Once this job has been run, you are able to get the relevant reports via AFO 491 – Income Management Reports.