7. FILES › 7.4 Audit File › 7.4.2 File Creation and Update Process

7.4.2 File Creation and Update Process

Unit-Level Audit File
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The unit-level audit file is updated as follows:

DAILY PROCESSING

1.  The accounting journal files are combined and converted
    into the OS variable length format.

2.  A segment is created from each new invoice category,
    computation code, quantity, and rate (that is, each time
    the COSTCTRn, SYSID, YEAR, or MONTH changes).  A running
    count of the number of segments created is kept and added
    to the record header.

3.  At the control break, the record is added to the end
    (DISP=MOD) of the existing month-to-date audit file DAY1.
    One generation of the DAY1 file is created each month.

4.  A duplicate copy of the audit file is made by an
    assembler language routine when the update is completed.
    This is the DAY2 file; a new generation is created daily.

MONTHLY PROCESSING

During monthly aging, an assembler language routine is
attached to split the audit file in the same logical
manner that the ledger file was split.  Records for the
current month are written to a new generation of the DAY1
file; all other records are written to a new generation of
the MONTH file.  This processing is required because the
delay in the monthly update causes several days of the new
month's data to be added to the file.

SPECIAL PROCESSING

To restore the DAY1 tape/disk file, use the job in
prefix.MICS.CNTL(ACTDAY1R).  The DAY199 step of the daily
CA MICS job may not be updated due to the MOD adding of data
to the DAY1 file.  Review the JCL of the restore job to
ensure that the generation of the DAY2 tape/disk being
copied to the DAY1 tape/disk fits your situation.


Complex-Level Audit File
------------------------

The complex-level audit file is updated as follows:

MONTHLY PROCESSING

1.  The CLOSETBL job catalogs a new generation of the
    complex-level audit file.

2.  The INVOICE and FINRECAP jobs uncatalog the last
    generation and catalog a new generation.  This is done
    because these jobs can be run multiple times in the same
    accounting period, and only the audit file from the last
    run in a single accounting period should be kept.

    Because both the uncatalog and catalog occur in the same
    job, the generation number increases by one each time
    that INVOICE or FINRECAP is run.  For example, CLOSETBL
    catalogs G0001, INVOICE uncatalogs G0001 and catalogs
    G0002.  This does not affect the number of generations
    kept.

3.  INVOICE and FINRECAP write the contents of the ACTSCT01
    and ACTSDT01 files, the standard and recurring debits and
    credits, to the new generation.