NOTE:  Before EVER running either of these programs with a switch of 2, both the ots970 and ots971 should be run with a switch of 1.  Sometimes ots970 will say Correctable, but the same obligation will show on ots971 as Purge.   The backup step and examination of results is CRITICAL if an obligation says correctable. Depending on the situation, it may not be corrected as desired, and will need to be purged anyway. 

If the number of obligations on these reports is large, it may indicate file corruption and Support should be contacted to diagnose or may indicate a restore is necessary.
 
  1. Verify there is a valid backup of the division.
  2. Have all users sign out of Accounts Payable.
  3. Clear AP Flags before running the diagnostic programs.
  4. Select File, Open FundWare, Select Division 00 System Administration.
  5. Allow the business date to default to today's date and Click OK.
  6. Select System Administration, System Utilities.
  7. Enter the following in the Execute Program portion of the screen: 
         Program Name            OTS970
         Switches                        1
         Parameters                  <leave blank>
         Business Date             Use today's date
         Division                       Select the appropriate division.
  8. Click Run 
  9. Enter through the obligation numbers to run them from 0 to 9999999.
  10. Type Y for 'Are your entries correct?'
  11. Type Y for 'Do you wish to file a report?' 
  12. In Print Manager, review the OTS970.L## (where ## is the division number).  If the report is blank, no discrepancies were found.  If the report is not blank, review the report for affected obligations and whether the OTA/B Obligation Problem Status is either Correctable or Purge.  Running OTS970 with a switch of 2 will attempt to either Correct or Purge the obligation based on their status.  If there is a missing OCC record at stage 30 or earlier, this is OK as this indicates the obligation was marked for pay at one point and then removed.  If any line on an obligation states "Purge" this is what will be done even if other lines state "Correctable".   Review below for actions to take based on the Status:
 
  1. If the OTS970.L## report indicates the status is Correctable,  make sure you have also run OTS971 with a switch of 1, as in step 3 below and review the ots971.L## report. The same obligations may show there but will say to Purge. 
  2. If the OTS970.L## report indicates the status is Purge, research whether the obligation is old or current and whether it should actually be purged.  For example, if the obligation is from 1999, it will most likely be best to not purge the obligation so it can still exist for audit trail purposes. Also, if the obligation is at a Reconciled stage, it may make sense to not purge the obligation.  If it is decided the obligation needs to be purged, first record all the information on the obligation for re-entry, and then execute the program OTS970 with a switch of 2. 
    • NOTE: The obligations listed with a status of Purge will be purged and will no longer exist in Accounts Payable.  General Ledger will not have been impacted by this purge.  This means that a General Journal Entry needs to be made if they are not re-entered, or if they are re-entered, then the new trace reports will need to be reversed.  Save the purge report for later audit purposes.
    • NOTE:  If there is a combination of obligations on the report that conflict, such as only a few obligations are current, or there is a mixture of Purge and Correctable, they should be purged from Accounts Payable by executing program OTS945 with no switches and no parameters. 
  3.  Next, run the 2nd diagnostic program by entering the following into the Execute Program portion of System Utilities:   OTS971, Switch = 1, Paramaters = blank. 
  4. Click Run 
  5. Enter through the obligation numbers to run them from 0 to 9999999.
  6. Type Y for 'Are your entries correct?'
  7. Type Y for 'Do you wish to file a report?' 
  8. In Print Manager, review the OTS971.L## (where ## is the division number).  If the report is blank, no discrepancies were found.  If the report is not blank, review the report for which obligations are affected and whether the check file status is Correctable or Purge.  To correct or purge the obligations on this report, execute program OTS971 with a switch of 2.  The same rules apply for purging as stated above.