TAM Merged Branch Financials

Product : WinTAMô Series 5 and Series 6

Overview

The Merged Branch Financial Analysis program is designed for agencies that have remote offices that operate as independent agencies. The program allows the remote office to function independently yet enables the main office to consolidate financial data originating from the remote location with data stored in The Agency Manager at the main office.

The program creates a separate set of data files on the system (in subdirectory \TAM\GLTEMP) that contains the merged financial data. You can then run an Income Statement and Balance Sheet using the merged data. This program enables you to get a complete picture of the agency's overall financial status without affecting The Agency Manager's regular data base files.

Workflow

To Install This Disk:

Note : This disk must be installed at all affected locations.

  1. At F:\TAM>, type A:INSTALL (note: the F: could change depending upon which volume TAM is loaded on, and the A: could be B: depending upon which drive you're loading it from).
  2. You will see an install menu where Load Merged Branch Financials is highlighted. Accept this by pressing  [ENTER].
  3. You will then be prompted to enter in your System Drive Designator. The correct drive letter should default in for you. If this is correct, just press [ENTER]. If this drive is incorrect, you can change the drive by typing over it.
  4. Next, you are prompted for a TAM drive designator. Once again, the system will default it in for you. Verify that it is correct and press [ENTER].
  5. You will be asked to verify all entries so far by the "Any Changes?" question. If all is OK, enter past the default of N. You will then be prompted with Leave the Merged Branch Financial Diskette #1 in the drive.  Press [ENTER] to continue.  The files will then be copied from the floppy to your hard drive.

Steps To Use Merged Branch Financials After The Disk is Loaded:

  1. Type MERGE STATION# USERCODE USERID at the TAM subdirectory. Example:
    MERGE 0 EXEC EX (must be in capital letters).
  2. The Merged Branch Financial Analysis main menu is displayed. Each option is discussed below.

Write Remote Office Data To Floppy

Use this option at remote office(s) to copy financial data from those locations to floppy diskettes. The information copied to the diskettes contains the financial data necessary to create merged financial data using an additional option on the Merged Branch Financial Analysis main menu. The financial data is drawn from the following data files.

To ensure the integrity of your data, use blank, newly formatted disks only. Label your disks with an appropriate disk number. When you use option 2, Create Merged Financial Data, on the main menu, the system will prompt you for disks as needed.

Caution: When you select this option, any information on the floppy diskettes is deleted before financial data is copied to them. This program only uses the A: drive.

Follow the steps below.

  1. Select option 1, Write Remote Office Data to Floppy.
  2. Choose whether to continue with the program or return to the Financial Statement Analysis main menu. PressEnter to continue or type Q and press [ENTER] to quit.
  3. The last month posted at the remote office is displayed. Again, press [ENTER] to confirm that you want to continue or type Q to quit.
  4. Insert a blank, newly-formatted diskette into the A: (floppy) drive.
  5. The information on the floppy diskette is deleted, and the financial data from the files listed earlier is copied onto the diskette. The progress of the procedure is indicated as the files are copied to the diskette.
  6. After all files are copied to the diskette, press Enter to return to the Merged Branch Financial Analysis main menu.

Create Merged Financial Data

This program is designed to draw data from remote office(s) diskettes and the main office's hard disk to create a set of data base files from which you may run merged financial reports.

The system will prompt you to insert remote office disks into the floppy drive as needed. If you insert the wrong disk, the system will prompt you for the correct one. Once you have copied the data from one remote office, the system will prompt you to insert the diskettes for additional remote offices. If you have more than one remote office, this feature enables you to copy all applicable data onto the system.

Caution: To run this program correctly, both the main and remote office(s) must have the same last month posted and to successfully run a combined financial for all agencies, all of the agencies must have the same fiscal year.

  1. Insert the first remote office diskette in the computer's floppy drive. Close the latch on the floppy drive.
  2. Type MERGE STATION# USERCODE USERID at the TAM subdirectory. Example:
    MERGE 0 EXEC EX (must be in capital letters).
  3. The Merged Branch Financial Analysis main menu is displayed. Select option 2, Create Merged Financial Data.
  4. Choose whether to continue with the program or return the Financial Statement Analysis main menu. PressEnter to continue or type Q and press [ENTER] to quit.
  5. The last month posted at the remote office is displayed. Again, press [ENTER] to confirm that you want to continue or type Q to quit.
  6. The program creates the subdirectory \TAM\GLTEMP, and copies the appropriate Agency Manager data base files needed from the main location, then appends the data files from the remote office diskettes into these databases. These files compose the merged financial data files. The progress of the procedure is indicated as the files are copied to the diskette.
  7. If more than one remote diskette is required, the system will prompt you to insert the additional diskettes. Follow the instructions on the screen.
  8. When the files from the last diskette of the first remote office have been copied, the system will ask whether you want to install the diskettes from the next remote office. If you have more than one remote office, insert the first diskette of the next remote office in the computer's floppy drive. Answer Y to "Merge another remote office?" and press [ENTER].

If you only have one remote office, answer N and press [ENTER]. You are returned to the Merged Branch Financial Analysis main menu.

  1. After all files are copied to the computer's hard drive, press [ENTER] to return to the Financial Statement Analysis main menu. A reindex is performed on those database files.

Run Merged Income Statement

After you created the merged data on your system, you can run financial statements using this data. Option 3, Run merged Income Statement, enables you to run an Income Statement using the merged data. The steps to run a merged Income Statement are identical to those used to run a regular Income Statement.

You can obtain information for any posted month.

Run Merged Balance Sheet

Option 4, Run merged Balance Sheet, enables you to run a Balance Sheet using the merged data created through option 2. The steps to run a merged Balance Sheet are identical to those used to run a regular Balance Sheet.

You can obtain information for any posted month.

View Merged Offices

This option enables you to view the codes and names of the offices (main and remote) from which the merged data has been drawn. Follow the steps below.

  1. Select option 5, View Merged Offices.
  2. The program displays the offices from which the merged data has been drawn.
  3. PressEnter to return to the Financial Statement Analysis main menu.
Delete Merged Data From Hard Disk

Once you have run the merged financial reports, you will probably want to delete the merged data from your system so that it does not take up unnecessary room. This option removes the subdirectory, \TAM\GLTEMP from your computer's hard drive. Follow the steps below.

  1. Select option 6, Delete Merged Data From Hard Disk.
  2. Confirm whether to delete the merged data from your system. Answer Y to delete the data. Answer N to return the Financial Statement Analysis main menu without deleting the merged data.
  3. You are returned to the Financial Statement Analysis main menu.

Last Revised: February 19, 2008 02:22 PM

CTE26358