Accumulating Patron Activity

Overview

Use this job aid to accumulate transactions from the Inventory and Commodity Accounting packages, creating a file from which you can print reports, calculate a patronage refund, or calculate a source allocation. An important benefit of accumulating activity is that a large number of transactions are combined into a single record, identified by patron, date range, and patronage code and location. After accumulating patronage, the Patronage Accumulation Report will print.  The report will print all detail that is accumulated by patronage. The report will be sorted by patronage product (Purchase/Sale, Accounting Type, Product Code, Location), and Name Id, page breaks will occur with each change in patronage product.

To accumulate patron activity:

1. Review the entry status of the Accumulate Patronage box in Name/Address for all patrons. To do this, print a Name report to include only names with a range of ? through N in the Accumulate Patronage? box. The report will print all customers who do not have a Y in this box.

2. Print a current listing of patronage codes, and add, edit, or delete as necessary, and then print a new list of patronage codes.

3. Purge old activity that has already been refunded; this will speed up the patronage reporting and refund processes.

4. From the Toolbar, click PAT for Patronage.

5. From the Patronage menu, select Process Activity, and then select Accumulate Activity.

6. In the Current Period Beginning Date box, type the ledger date that you want to start accumulating activity for.

7. In the Current Period Ending Date box, type the ledger date that you want to stop accumulating activity for.

8. Click OK.

9. In the Inventory Beginning and Ending Field Value The Inventory miscellaneous field value is attached to the transaction at the time the transaction occurs.  Therefore, if you update an item's inventory miscellaneous field value after a transaction for that item has occurred, that transaction may not be accumulated as desired. boxes, click Lookup or type * and press Enter, and then select the value to accumulate activity on a line item basis. Each line on a transaction will be examined to be sure its miscellaneous field value falls within the range you define in the boxes.

10. Click OK.

11. Click OK.

12. Click OK.

13. In the Printer box, type the number associated to the place you want your report to print.

14. In the Print Type box, type the number associated to the characters per inch to print the report in.

15. In the Copies box, type the number of copies of the report you want to print.  

16. In the Pages From and To boxes, type the page number range you want to print the report for.  Leave the boxes blank to print all pages.

17. Click OK.

Learn more about the Accumulate Activity feature: