Changing the status code

Each static data record contains a status code that determines the current processing status of the record. Four status codes are available:

  • Open - this identifies a record that available for input, inquiry, processing and reporting. This status is set automatically when you add a new record, for example, if you create a new account.
  • Draft - this is a preliminary state for a new static data record awaiting approval from authorised user. Once approved, it is given the status of Open.
  • Hidden - this identifies a record that will not appear on any inquiries but is available for input, processing and reporting.
  • Suspended/Held - this identifies a record that is not available for processing. For example, a purchase order which is to be taken out of the process temporarily.
  • Closed/Completed - this identifies a record that can no longer be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.

You can alter the status of a record at any time. You must use the options on the Action menu to change the status.

To change the status:

  1. From SunSystems, access the appropriate static data form, for example Chart of Accounts (COA).
  2. Enter or Query the required data record, for example the account.
  3. On the Action menu, select the appropriate option to Close, Hide, Suspend or Re-open the record. The Status changes accordingly.
  4. Click OK.