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cats:procedures:accounting:isolateperiod [2019/05/07 15:51] – jen | cats:procedures:accounting:isolateperiod [2024/02/05 17:02] (current) – amanda | ||
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=====Isolating a Period in CATS===== | =====Isolating a Period in CATS===== | ||
+ | {{entry> | ||
Isolating a period creates a separate folder of data that preserves the state of the data as of the date of isolation. This allows users to review the accounting, traffic, and invoice information as it was on a specific date. Isolated areas are also essential for closing the accounting year and providing accurate end of month numbers. | Isolating a period creates a separate folder of data that preserves the state of the data as of the date of isolation. This allows users to review the accounting, traffic, and invoice information as it was on a specific date. Isolated areas are also essential for closing the accounting year and providing accurate end of month numbers. | ||
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The current list of periods available to isolate will be displayed. Select the period to isolate and ensure that, for new isolations, the setup is as shown in the image below. | The current list of periods available to isolate will be displayed. Select the period to isolate and ensure that, for new isolations, the setup is as shown in the image below. | ||
- | * **Scope of Isolation** - Complete | + | * **Isolate period** - Use the drop down to choose the period you want to isolate.\\ ++Click here for example | |
- | * **Create | + | {{: |
- | * **Overwrite | + | * **Isolate as of** - This date will be the date of the isolate period. |
- | * **Acct/ | + | * **Isolation |
- | * **Reindex** - No | + | * **New isolation** - Create New Isolation |
+ | * **Auxiliary | ||
+ | * **Acct/ | ||
+ | * **Reindex** - Leave un-checked for No | ||
- | Then choose **F2=Save/ | + | Then choose **Apply** to continue. |
- | [{{: | + | [{{: |
- | If there are any pending (unposted) invoices for the current or previous periods, CATS will display a list. | + | If there are any pending (unposted) invoices for the current or previous periods, CATS will display a list. Select |
- | [{{: | + | |
- | Select | + | [{{: |
- | [] | + | |
CATS will ask you if you wish to continue. Select **Yes** to continue with the isolation process or **No** to leave the process and either delete or post the invoices. | CATS will ask you if you wish to continue. Select **Yes** to continue with the isolation process or **No** to leave the process and either delete or post the invoices. | ||
- | [{{: | + | [{{: |
<note warning> | <note warning> | ||
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====Re-Isolation==== | ====Re-Isolation==== | ||
- | Occasionally, | + | Occasionally, |
+ | [{{: | ||
<note tip> | <note tip> | ||
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[{{: | [{{: | ||
- | This will allow you to keep two separate sets of data for one area. | + | This will allow you to create multiple independent copies |
- | < | + | |
- | If you attempt | + | ====Working in Isolated Periods==== |
- | [{{: | + | You may need to print reports or access data from the isolated areas, or change information in the isolated area. You can do so from the isolated |
+ | < | ||
+ | |||
+ | To work in the isolated area, go to **File** > **New Area**. | ||
+ | [{{: | ||
+ | |||
+ | Next, select '' | ||
+ | [{{: | ||
+ | |||
+ | Finally, choose an isolated area to enter. The latest ones will be on the bottom. | ||
+ | [{{: | ||
+ | |||
+ | < | ||
+ | |||
+ | While in the area, a message will display in the top right to warn you that you are working in an isolated period and your changes | ||
+ | [{{: | ||
+ | |||
+ | <note tip> | ||
+ | [{{: | ||
+ | |||
+ | To return to the current area, go to **File** > **New Area** and select the main area for your company. You can also simply Exit CATS and log back in and you will be working in the current area. | ||
+ | |||
+ | ===Reindexing the Isolated Area=== | ||
+ | After receiving a CATS update or while working in an older isolated area, you may receive a message that the structure in that area needs updating. This simply means that some files have changed some element of their database - added or deleted a field, changed lengths of fields, etc. We highly recommend reindexing to allow access to all features of CATS in the isolated area. | ||
+ | |||
+ | This can be done very easily by following the prompts on screen. | ||
+ | |||
+ | Select **Yes** when prompted by the warning. | ||
+ | [{{: | ||
+ | |||
+ | Leave the settings exactly as they are, and pick Reindex. | ||
+ | [{{: | ||
+ | |||
+ | You may be prompted to choose the file location. Leave it as the default area and pick Continue. | ||
+ | [{{: | ||
+ | |||
+ | Select Yes when asked to confirm reindexing all files. | ||
+ | [{{: | ||
+ | |||
+ | A progress report will show on screen. It will close when finished and you will be in the isolated area. | ||
+ | [{{: | ||
+ | |||
+ | The isolated area will pop up and you can work as usual. [{{: | ||
+ | |||
+ | This process only needs to be done when prompted. |