Exact Financials

Maintenance functions

Maintenance functions

Maintenance functions are used for maintenance (creation, modification and removal) of master data as well as of transactions. Master data and transactions are mentioned together and are called entity. So an entity contains master data as well as transactions! As soon as a maintenance function for an entity is started, you will end up in a search screen. See [Search screens]. In this screen you determine which maintenance function you want to execute: create a new value for this entity (New) or modify/remove an existing value (Open). After selecting the option 'Open' or 'New' the maintenance application starts.

Arrangement Maintenance screen

Title bar

The title bar shows a composed description of the text "Maintain: " and the entity to be maintained, followed by the company number. In case the option 'Show current path in header' is activated in [File, User preferences], the abbreviations of the menu path from where the maintenance application was started, will follow.

Example
You start maintenance Main classifications. In the title bar following description appears 'Maintain: Main classification (Exact:621) [TMM]'.

Header: Entity and description

In every maintenance application the header of the maintenance screen shows the key of the concerning entity followed by the description. For example, if you start [Ledger, Master data, maintenance, General ledger accounts] the field ‘General ledger account’ will be shown, followed by the concerning description. When you make a purchase entry by means of [Ledger, Journal entry, Entry procedure, Purchase journal], the key of the header will be displayed followed by the description. If you create new master data, you can create a new value in the field of the concerning entity. If you have selected an existing value in a search screen, this value of the entity will be filled in automatically into the maintenance screen, you can only change the related fields or (if allowed to do so) remove the whole value. Master data provided with an increment factor for the next following value, like debtor and creditor numbers, will suggest the First free value. You can change this value if you like.

Description - Multi language

Most of the applications have the possibility to define the description of the entity value in different languages, See [Multi language].

Tabs

Every maintenance function contains several different tabs. On the tab 'General' you fill in the base data related to the entity. There could also be more tabs more specific for this entity, like the tab 'Conditions' for journal entry or the tab 'Multi dimensions' for ledger accounts. On every maintenance function there is a tab 'Documents' added, to be able to link documents to the entities. See [Document linking].

Button bar

Save

Select the button 'Save' to create a new value for the concerning entity into the database and store it. If you modified the data of an existing value of an entity, the data will be modified and stored when the 'Save' button is pressed.

Cancel

If you select 'Cancel' you will return to the previous screen. Maintenance functions are started from within a search screen. If you select for 'Cancel', you will return to the search screen from which you started the maintenance function.

Copy

The copy function can only be used if from within a search screen the button 'Open' is selected to maintain an existing value of an entity. This function is not available in case you create a new value by selecting the 'New' button from within the search screen. With the copy function you can create new values for the concerning entity by selecting a specific value and then press the button 'Copy'. The cursor jumps to the fields of the entity to be created, where you can enter the new value. All to this value related fields will be filled in with the content of the value from within which the copy function started.

Example

• You want to create a ledger account 40001. This one is almost identical to the specification of ledger account 40000.
• Go to [Ledger, Master data, Maintenance, General ledger accounts] and open general ledger account 40000. Select 'Copy'. Enter into the field 'General ledger account' the new value 40001 and 'Enter'/'Save'. The values of general ledger account 40000 will be copied to 40001.

Add

The button 'Add' is available when you create e new entity at which several 'lines' could be linked. For master data you can think of linking properties or documents to the entity. For journal entries you can think of entry lines. If the button 'Add' is available, an input matrix will be presented on the relevant tab. By pressing the 'Add' button you will get entrance to the first following free record in then input matrix, so you can link/record related data.

Delete

The button 'Delete' is available when you have opened an existing value of the concerning entity or in case your cursor is in an existing line in the input matrix. In case the cursor is placed on a field value different from one in the input matrix, the value of the entity will be deleted as soon as the button 'Delete' is pressed. The moment the values will be removed the software will check if it is allowed. For instance if a general ledger account with processed entries is used, this general ledger account cannot be deleted. Otherwise this will lead to inconsistencies. If the cursor is placed on a line of the input matrix, the concerning line will be deleted from the input matrix as soon as you select the 'Delete' button.

Exit

Clicking on 'Exit' will return you to the main screen, the maintenance application as well as the search screen will be closed. This in opposite of the button 'Cancel' which will return you to the previous screen.

Favorites

Select for the button 'Favorites' to add the maintenance function to the list of favorites as presented on the main screen. See [Main screen].

Help

Select the button 'Help' to consult the manual, release notes and the frequently asked questions of the concerning entity.

Status bar

The status bar gives you indication how the next action can be executed by key board. See [Key combinations].