March 2010

Open Batches when processing the Year End

To resolve this, check the following :

• Check that all open batches are updated, with the exception of Quotations, Sales Orders and Purchase Orders.
• Check that no open batches exist for users who were previously deleted.
• Check that all Point of Sale batches were updated, including documents on hold and COD’s.

To update open batches

1. Click on View | Open Batches. 
2. The following screen will display all batches that have not been updated:
   
   

3. Each user is to then go into each of their open batches and update them if correct. Alternatively, the supervisor can jump to the different users and update their open batches. To do this, click on the open batch and click on Jump To to go to that open batch.
4. Click on Batch and Update to update open batches.

To update batches for users who were previously deleted

1. Recreate the previously deleted user’s account by clicking on Setup | Users/Passwords. Create a username and password for that particular user number.
2. Click on View | Open Batches to list open batches for the deleted user.
3. Jump to that user or re-open the company with the new password created and update all open batches for that user.

Check that all Point of Sales batches were updated
All Point of Sale batches also need to be updated. These include any documents on hold and cash on deliveries. There is currently no option to check which user has these open batches.

• To check for open batches, log on as each user individually, then select Process | Point of Sale.
• Click on the Edit button.
• Select On Hold or CODs from the drop down list at the Search Types field. This will display all documents on hold or outstanding CODs depending on your selection.
• For Documents on Hold, deactivate the hold option by clicking on the Take off Hold button, and select Update.
• To update outstanding cash on deliveries, click on the Cash on Delivery button to remove this document from the list of outstanding CODs.
• Once all the above has been changed, you will receive a message when clicking on the Edit button informing you that there are no documents available for editing.

Once all open batches have been updated, run the year end procedure.

Should you still get the message that there are open batches, follow these steps:

1. Make a backup of the data.
2. Click on the Start button and then select the Search option.
3. Select the option to search for ‘All files and folders’ – the phrasing of this may be different depending on the version of Windows you are running.
4. At the option to enter a file name, type in *.00*
5. Locate the company folder as the directory to search in and click on OK.
6. This will display all open batch files for different users. The number in the file extension eg. 002, displays the user number.
7. Search for the following files with a number in the extension and rename this to .old – see image below.

Accbtn.00*  (where * is a user number)
Accbsj.00*
Accsjctl.00*
Acctgrid.00*



8. Right click on these file names, one at a time, and click on Rename.
9. Delete the 00* from the file name and type in old – the file name should be similar to accbtn.old.
   
10. Once this is done, run the year end procedure.

If you continue to receive this error message when trying to run the year end, please contact our Support centre on 0861 126 837 for assistance.