File

Network Utilities Palm Export Purge Transactions Backup Database

Log-on

The log-on function lets you log-on to the same database as a different user or go to a different database. When you log-on to a different database, the one you were in is automatically closed down.

Database Utilities

This function lets you rebuild the indices, reference files and general ledger; initialize default account sections, verify database and restructure accounts receivable and accounts payable. These functions are generally used only at the direction of technical support or when instructed to by update release notes.

When you choose, File, Database Utilities a screen will display with the following message:

Database utilities message

Learn more about Troubleshooting

Clicking this button will take you to our website with documents in the "For Computer Techs" section that may help discern areas of concern.

Rebuild Indices and Reference Files

Each database consists of a number of indexes that provide quick access to the records (profiles and transactions). The alternative to an index is a full search through all records to find what you want. Indices are essentially pointers to the actual data. For numerous reasons they tend to be more volatile than the data itself and periodically need to be rebuilt. Rebuilding has no effect on the data. The reference files include profiles and other files defined in Setup.

Rebuild the General Ledger

The general ledger is constructed at the time of rebuilding from the transactions in the AR (accounts receivable), AP (accounts payable) and JL (journal ledger) databases based on their relationship to the chart of accounts (account, bill and charge codes).

Run Database Utilities

Clicking this button will rebuild the items whose checkboxes are marked. If any errors are encountered while rebuilding, reboot and try again. Call tech support if errors and still encountered.

Rebuild Indexes and Reference files

Same as marking the 2 checkboxes and clicking Run Database Utilities

Update Accounts Receivable

Adds new fields as appropriate.

Rebuild Entire Database

Same as marking all 3 checkboxes and clicking Run Database Utilities.

Initialize Default Account Sections

Clicking this button will change all the account sections in Setup, Account Codes to the default value for the account type.

Restructure Accounts Receivable

This function should only be used at the direction of technical support. After completing any restructuring you must rebuild the general ledger.

The function can be limited to a tenant. This is useful if a tenant’s unit has been listed as belonging to an incorrect owner and transactions have been posted that need to reflect against the correct owner’s ledger.

The checkboxes available are:

•	update payables and receivables accounts to match current posting table

•	update accounts to match current charge codes

•	update unit and owner information to match current tenant and unit profiles

•	move all security deposits to the owner’s ledger

•	fix errors in void information

Restructure Accounts Payable

This function should only be used at the direction of technical support. After completing any restructuring you must rebuild the general ledger.

The function can be limited to a ledger.

The checkboxes available are:

•	update payables accounts to match current posting table

•	update accounts to match current bill codes

•	update payer information from tenant and unit profiles

•	fix errors in void information

Verify Database

This verifies the integrity of the database tables. It should only be necessary if directed by tech support. If errors are detected contact the Help Desk for direction.

Import from Conversion

This function processes previously created import files containing information extracted from other programs and creates profiles and posts transactions as if they were entered individually.

There are specific format requirements for importing data. Contact technical support for details.

Export Utility - How to PDF document #755

This utility exports data so it can be easily imported into other applications or other hardware.

There are exports for importing into PDA (Palm) type devices. There are set export type selections for owner, tenant, unit and vendor information that can be imported into a PDA address book using ".csv" format.

There are several exports to send to third party payment processors with tenant information.

There is an export to positive pay.

Local Directory

This determines where the temporary files are maintained for the user. The default is C:\RPROMAS\TEMP. Each user must have a unique local directory location.

Purge Transactions

Its purpose is to eliminate transactions that are no longer needed on a daily basis. Eliminating transactions from a database does not change the current financial status because a single journal entry for the net of the transactions for each account eliminated is posted to the appropriate ledger.

The advantage to purging is a smaller database requiring less time to perform rebuilding, some posting, filtering and reporting functions. It will also require less time to backup, restore or transfer data files. The disadvantage is that you no longer have access to the transaction history that has been purged in your active database. The disadvantage is minimized by making a copy of your database prior to the purge and making that an alternate database from the Logon drop-down list.