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1. Each time a record is changed, the system date, procedure and user-ID
that made the change is stored in the record so that any time the
record is queried the last user that changed it is identified.
2. Procedure level access control is implemented for all users that have
access to any financial procedure by setting up a User Control Record
(Procedure DB08) which identifies the user-ID, password and each
procedure within each system that user can execute. For data entry
procedures, a user can be limited to only query capability with no
updating. User level security means that the user must first sign-on
to the system (Procedure "ON") by entering a valid user-ID and password
before executing any procedure.
3. Many codes are user definable, such as GL account and location codes.
These codes must be pre-defined by a Code Definition Record (Procedure
DB01) before a code can be entered and accepted by the system.
4. A master control record, Company Control Record (Procedure DB03), is
referenced by all procedures and is used to control the current payroll
and accounting periods as well as a number of other key system options
used to customize the functioning of the system. Separate Company
Control Records can exist for each application to minimize data entry
problems (wrong accounting period) at month-end.
5. User activity is recorded automatically by updating a User Log File
(DBSUSR) each time a procedure is executed by the user. Activity
reports (Procedure DB13) based upon this Log File identify what
procedures and when a user performed with execution time shown in
hundredth of a second as well as the number of disk accesses.
6. Departmental level control is available to restrict a user in one
department when selecting and processing revenue/expense data.
7. All clerical procedures produce a hardcopy control or detail report for
positive audit trail, except data entry and inquiry procedures.
8. Multi-level transaction logging capability for positive audit control.
Just deleted records can be written to a separate Transaction Log File
(DBSTRN) or the before and after image of all records changed depending
upon the setting of the Tranlog-Code in Procedure DB04. Procedure DB15
is used to print these changes.
9. Accounting period control of financial related transactions is provided
by a 4-digit number composed of year and month (YRMO) regardless of the
date of the transaction. Separate periods can be setup by application
by specifying separate Company Control Records (DB03) for each
application.
10. Batch numbers (user assigned or computer assigned as the system date)
can be associated with a group of input documents for clerical control
and balancing.
11. Two alternative methods of passing (posting) records from one system to
another (direct or indirect) are available as a system option. For
example, the AP system can create General Journal Records directly in
the GL system (same master file) or can write the General Journal
Records to a separate Transfer File (DBSTFR) for subsequent importing
by the GL Procedure GL13.
12. File operations are controlled by specifying transaction code on data
entry screens to identify the type of disk I/O to be performed for a
specific record. A Trans-code of "Q" is used to read a record from
disk. A Trans-code of "D" is used to delete a record from the master
file. A Trans-code of "M" is used to re-write (modify) a record to
disk. A Trans-code of "A" is used to write a new record to disk.
13. Once a user has signed on to the financial systems, that same user-ID
cannot be used to sign on from another terminal without first signing
off the original terminal or PC.
14. Purging of old records is user initiated and controlled within each
application module. Whenever old records are purged (physically
deleted) from the master file, they are also written to the transaction
log file for backup and safety. In this way, the user can control
the amount of history to be maintained online.
15. The user password is automatically encrypted before being stored in the
database for added security by the PW command.
16. Eleven support file names required by various applications are reserved
and cannot be entered by the user when defining external print or
export files to avoid accidental file destruction. Upper and lower
case file names and paths are considered the same.
17. Any code or master record can be flagged as "inactive" to prohibit the
online entry, yet permit it to be used for reporting purposes.
18. The accounting periods must be closed in the correct order, since the
current and prior accounting periods are predefined in the Company
Control Record.
19. All dates the user can enter must be valid (month and day), as well as
fall within a predefined high-low date range specified in the Global
Control Record (DB04).
20. After all disk read, write, delete and re-write operations, the file
status code (internally set by the operating system) is tested. Any
unusual error condition is identified and displayed at the bottom of
the screen for operator follow-up.
21. All numeric data, such as dates, periods and dollar amounts are stored
in the database in binary or COMP format, which is difficult to
interpret directly.
22. Each data record format in the database (DBSMST) is identified by a
unique single character Record-Type code which is part of the primary
primary key of 10 characters. The definition of this primary key
depends upon the Record-Type code.
23. The entry accounting period of a transaction must match the entry
period in the Company Control Record to ensure the transaction is
recorded in the proper accounting period.
24 Backup copies of accounting data, programs and files can be written to
a CD for off-site storage. The burned CD can be read on any PC to
easily reprint accounting reports, yet not allow the accounting data
to be changed.
MORE INFORMATION:
To receive additional information on the Legler Systems online accounting software, please e-mail Bill Legler or go to the Accounting Software Summary page.