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We are working with Business Profiles and in this session we are going to look at the Auth/Batch/Hash Profile.

 

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We Access this Profile from the User’s Master Record and we choose Business Profiles. Then we select the Auth/Batch/Hash Profile.

 

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So on the Profile we have 3 categories.

We have -

1 for Authority Codes

1 for Batch Codes and

1 for Hash Totals.

In each case, for this User, we can select between ‘Excused’, and ‘Must Capture’.

       

      

    

 

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This all has to do with Journal Processing and we will look at some examples in a moment.

But basically for each of these categories we are indicating to the System that this particular User is either Excused from performing this particular field on Journal screens, or Must Capture it.

 

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To understand how we control these 3 settings, for the System, we go to the Journal Processing Module where we have a function in each case.

 

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Now in this System, Authority Code Capturing is currently Off.

We can turn it On now or I can Quit.

So when it is Off, then it is irrelevant which Users are forced to capture Authority Codes, because if for the System it is not On, i.e. it is Off, then everybody is excused from Authority Code capturing.

But when it is On, then those Users, who have a setting of Must Capture, will be forced to perform the Authority Code Field on Journal screens.

Those who are Excused will not have this Field enabled. So they will not have to Capture this particular Field.

 

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Now we look at the Hash Totals Control.

 

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Now the Hash Totals Control for this System, at the moment is On.

So I have an option to turn it Off or to Quit.

Now because it is On, it means that any User, processing Journals and who have

on their Profile a setting that they must capture it, will be forced to capture the Hash Total Field.

Those who are Excused will not have to.

If I turn the Hash Total Control Off for the System, then it becomes irrelevant what setting any User has. Nobody will be capturing Hash Totals.

 

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Next we look at the Batch Number Control.

 

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The Batch number System is currently turned Off and that is why I have the Option to turn it On.

So while it is Off, nobody will have to Capture Batch Numbers on Journal Processing.

But if I turn it On, then any Users who have the setting that they must Capture it, will be forced to Capture it and those who are Excused, will not have to Capture it. 

 

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While these settings affect all Journal Processing, we only need to look at 1 example

 for the Journal Processing screen, to understand how this all comes into effect.

 

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Now I am on the Journal Screen and my cursor is currently on the Transaction Date Field. 

When I press Enter, my cursor is going to the Description Box.

We are just going to pass over Batch and it is going to pass over Authority Code for the simple reason that my Profile says I do not have to capture Batch Numbers and I do not have to capture Authority Codes.

 

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So when I Enter or Tab, my cursor is now at Description and it has completely skipped the Batch Field and the Authority Code.

In fact I cannot Capture them because I am not supposed to capture them.

 

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And when I look at the Hash Total Field at the bottom of this Journal Screen, I can see also that the System will pass over that. I can see it from the colour now that it is a disabled Field and I am not going to capture it, or have to capture it.

So when I am on the Document Field and I press Enter, my cursor will go to Post, i.e. to Post the transaction. It will skip over the Hash Field because I do not have to capture Hash Totals.

Now if my settings were different, and I must capture Batch, Authority Code or Hash, then the cursor will go there and it will not leave that Field until I capture the necessary information, needed on such a Field.

So that is how we control, from this Profile, whether we use Batches, or Authority Codes or whether we use Hash Totals.

And for each User, whether that particular User is Excused from that control, or Forced to apply that particular Field, and capture the required information.

 

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We can learn more about Batch Numbers and about Hash Totals and about Authority Codes in the tutorials on those particular Subjects.

But this is how we control, from the Profile for Authority Codes, Batches and Hash Totals, whether the User should be applying these Fields, or not.