PROCEDURE FOR MONTH END DAY 1 INCLUDING SCREEN SHOT & SCRIPTS (Final rev 090211)

PROCEDURE FOR MONTH-END DAY 1

(NOTE: This process will start anywhere between 5:30 – 7:00 p.m. depending on when Trade Entries and Postings are completed)

Step 1: Inform Eddie Stolts (Senior Database Engineer) ahead of time when getting ready to run JAX via email.

Step 2: Check with Kushan Edussuriya (Business IS Manager) to make sure all Trade Entries are out.

STOP: YOU CAN NOT PROCEED FORWARD UNTIL YOU RECEIVE THE APPROVAL FROM KUSHAN. THIS APPROVAL WILL BE REQUIRED FOR THE SERVICE NOW TICKET REFERENCED BELOW.

Step 3: Contact Angela Delatorre or Christina Huerta and make sure they have completed posting.

STOP: YOU CAN NOT PROCEED FORWARD UNTIL YOU RECEIVE THE APPROVAL FROM ANGELA OR CHRISTINA. THIS APPROVAL WILL BE REQUIRED FOR THE SERVICE NOW TICKET REFERENCED BELOW.

1 Procedures for Month-End Close Day 1| Clear Channel rev.091211(sbz)

Step 4: Contact Joe Mann (Senior Business Information Systems Analyst) and ask him to edit everyone’s AX access to Read Only [Corp RO] and inform everyone via email. If Joe is out of the office, follow the process referenced below. Make sure you turn everyone’s permission back on after the completion of month-end.

STOP: YOU CAN NOT PROCEED FORWARD UNTIL YOU HAVE BEEN NOTIFIED THAT EVERYONE’S PERMISSION HAS BEEN CHANGED.

Step 4(a): Run How to Find AR Users SQL Script: Open Windows Document. If you use the script, make sure to change the date for informational purposes only (i.e. ---for 8/31/2011 close).

Link to access script: \\CCIFS1 SAT\Common\Financial Info Systems & Reporting\AX Queries\Monthend\ Month End Procedures\SQL Scripts\Day 1\HowToFindARUsers.sql

Make sure to highlight use Production_DynamicsAX and hit Execute. Run Entire Script.

Server Name: AXSQLClusterDatabase: Prod_DynamicsAXAuthentication: Windows Authentication

--- for 7/30/2011 close use Prod_DynamicsAX

Select aa.NAME , Case aa.ENABLE When 1 Then 'Active' else 'Inactive' End as TheStatus


, GroupIDFrom UserInfo aa (nolock)Join USERGROUPLIST bb (nolock) On aa.ID = bb.USERIDWhere ( bb.GROUPID like 'CorpTrans' or bb.GROUPID like 'ARadmin' or bb.GROUPID like 'ARPoster' or bb.Groupid like 'CorpRO' or bb.GROUPID like 'Admin%' ) Order By aa.ENABLE desc , aa.Name Select Distinct aa.GroupIDFrom USERGROUPLIST aa (nolock)

Select Distinct lt.Name , ljt.JOURNALNUM , ljt.Transdate , lt.CREATEDBY , ui.NAME , lt.POSTEDFrom LedgerJournalTable lt (nolock)Join LEDGERJOURNALTRANS ljt (nolock) On lt.JOURNALNUM = ljt.JOURNALNUMJoin USERINFO ui (nolock) On lt.CREATEDBY = ui.IDWhere ljt.TRANSDATE >= '1/1/2011' --- And lt.NAME like '%Applied%' Order By ljt.JOURNALNUM, lt.NAME

The SQL Script will return the name of all the users that need to be changed to Read Only. The list will return both Active and Inactive AX users. It is suggested that you copy and paste them into excel. Do not do anything with the Inactive Users.


Step 4(b): Go to AX\Administration\Users>look up each user by selecting Sort Ascending. Click Groups and Remove CorpTrans and keep only CorpRO.

AX Users

AX Roles & Permissions

STOP: MAKE SURE EVERYONE’S PERMISSION HAS BEEN REMOVED BEFORE MOVING FORWARD.

Step 5: Create a service now ticket and address it to Eddie Stolts.NOTE: MAKE SURE TO NOTE DOWN THE INCIDENT NUMBER AND EMAIL OR IM TO EDDIE STOLTS. ALSO MAKE SURE TO INFORM HIM THAT YOU NEED TO ONCE THIS PROCESS IS COMPLETE.


This ticket populates the PeopleSoft header and detail tables. The script below is for informational purposes only (DO NOT RUN) and lets you know the tables that will be impacted by Eddie’s job.

/********************* FAILED JOURNAL *********************************/

--Run this to find any failed journalsselect *from PS_CCW_JRNL_HDR WITH (NOLOCK)WHERE APPL_JRNL_ID='MBR_AUTO'and CCW_IMPORT_STATUS='F'

select *from PS_CCW_JRNL_LNWHERE APPL_JRNL_ID='MBR_AUTO'AND CCW_JRNL_SRC_ID='3589'

Path for Service Now Ticket: \Incident\General\ Submit when you complete the ticket.Populate the following fields:

Caller: Your Name Location: SAT-022 Category: Database Subcategory: Data Request Configuration Item: Radio SI Division: Radio Impact: High Urgency: High Assignment Group: CCIT Database Operations Assigned to: Eddie Stolts (ccisat1evs) Short Description: Run jAX:monthEnd0000 load MBR from AXReporting w staging table refresh Description: Please run “ jAX:monthEnd000 load MBR from AXReporting w staging tables

refresh AXReporting” and create the Cash and Adjustment MBR tables records.


Step 5(a): You will receive an Email or IM from Eddie Stolts informing you that the job has been completed.NOTE: THIS JOB CAN TAKE UPWARDS OF 1.5+ HOURS.

Step 6: Run SQL MBR COMBO EDITS-CONTROL ACCOUNTS-INACTIVE BU (Month End Cycle)(5). While running the script, you may get a different row count. Make sure to update the row count. In case you run the entire script and loose the row count, contact Eddie to re-run the script.

Link to script: \\CCIFS1SAT\Common\Financial Info Systems & Reporting\AX Queries\Monthend\Month End Procedures\SQL Scripts\Day 1\MBR COMBO EDITS-CONTROL ACCOUNTS-INACTIVE BU (Run During MBR Cash Month End Cycle) (5).sql

Location to save updated script: \\CCIFS1SAT\Common\Financial Info Systems & Reporting\AX Queries\Monthend\Month End Procedures. You will need to create a folder with the month and year and create a sub-folder called SQL Queries.

Server Name: pssqlclus/fnprodDatabase: FNPRODAuthentication: SQL Server AuthenticationLog In: sqldevPassword: whatareyoudoing??

Step 6(a): Run the --SELECT * Statement for Commission Entries script. After the script runs, note the number of rows and correct the rows affected.

STOP: DO NOT RUN THE DELETE PORTION OF THIS STATEMEMENT AT THIS TIME.


-/************************DELETE STATEMENT FOR COMMISSION ENTRIES***************************************************************************/

/*Run this to determine if there are any lines affecting commission accounts*/DELETE--SELECT *from dbo.PS_CCW_JRNL_LNWHERE ACCOUNT IN ('210800','503000')AND LINE_DESCR LIKE 'Rev%'--Rows Affected (3680)

Step 6(b): Run the DELETE for Commission Entry script. If the script is ran correctly, you will see a message advising you of the number of row counts that were affected.

-/************************DELETE STATEMENT FOR COMMISSION ENTRIES***************************************************************************/

/*Run this to determine if there are any lines affecting commission accounts*/DELETE--SELECT *from dbo.PS_CCW_JRNL_LNWHERE ACCOUNT IN ('210800','503000')AND LINE_DESCR LIKE 'Rev%'--Rows Affected (3680)

Step 6(c): Run the ----SELECT Statement for each of the combo edit scripts independently. Normally, the row counts are zero or the number remains the same; however, there are instances when the row count is different. If anything other than zero appears or the number updates, make sure to follow step 6(c)(1).

STOP: DO NOT INCLUDE THE UPDATE AS PART OF RUNNING THE SCRIPT.

/************************ UPDATE STATEMENTS FOR COMBO EDIT SCRUBBING ******************************/UPDATE PS_CCW_JRNL_LNSET DEPTID = '000'


----SELECT count(*) FROM PS_CCW_JRNL_LNWHERE DEPTID = ''AND APPL_JRNL_ID='MBR_AUTO'----ROWS = 0

UPDATE PS_CCW_JRNL_LNSET DEPTID = '000'

----SELECT count(*) FROM PS_CCW_JRNL_LNWHERE DEPTID <> '000'AND ACCOUNT BETWEEN '100000' AND '499999'AND APPL_JRNL_ID='MBR_AUTO'----ROWS = 0

UPDATE PS_CCW_JRNL_LNSET BUSINESS_UNIT = 15818

----SELECT count(*) FROM PS_CCW_JRNL_LNWHERE BUSINESS_UNIT = '15813'AND ACCOUNT = '820400'AND DEPTID = '000'AND APPL_JRNL_ID='MBR_AUTO'----ROWS = 0


----SELECT count(*) FROM PS_CCW_JRNL_LNWHERE BUSINESS_UNIT IN ('23211','23213')AND ACCOUNT = '820400'AND DEPTID = '000'AND APPL_JRNL_ID='MBR_AUTO'----ROWS = 0

UPDATE PS_CCW_JRNL_LNSET ACCOUNT = '560005'

---- SELECT count(*) FROM PS_CCW_JRNL_LNWHERE BUSINESS_UNIT = 15523AND ACCOUNT = '560500'AND DEPTID = '000'AND APPL_JRNL_ID='MBR_AUTO'----ROWS = 0

UPDATE PS_CCW_JRNL_LNSET ACCOUNT = '211400'

---- SELECT count(*) FROM PS_CCW_JRNL_LNWHERE BUSINESS_UNIT = '72711'AND ACCOUNT = '214000'AND DEPTID = '000'AND APPL_JRNL_ID='MBR_AUTO'----ROWS = 0


----/***************************** UPDATE WHERE DEPT = '000' TO '110' *****************************/UPDATE PS_CCW_JRNL_LNSET DEPTID = '110'

----SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE ACCOUNT IN('500200','551000')AND DEPTID = '000'AND APPL_JRNL_ID='MBR_AUTO'----ROWS = 4


----SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE ACCOUNT IN('503000','560005','566100','600000','553100')and BUSINESS_UNIT <> 27120AND DEPTID = '000'AND APPL_JRNL_ID='MBR_AUTO'----ROWS = 179

------/***************************** UPDATE WHERE DEPT = '000' TO '117' *****************************/UPDATE PS_CCW_JRNL_LNSET DEPTID = '117'

----SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE ACCOUNT IN('503000')and BUSINESS_UNIT = 27120AND DEPTID = '000'AND APPL_JRNL_ID='MBR_AUTO'----ROWS = 0

------/***************************** UPDATE WHERE DEPT = '000' TO '731' *****************************/UPDATE PS_CCW_JRNL_LNSET DEPTID = '731'

----SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE ACCOUNT IN('504400','512300','512500','520000','521000','521200','550100','560200','560800','561600','565000','810100','800900','820400')AND DEPTID = '000'AND APPL_JRNL_ID='MBR_AUTO'----ROWS = 21



----SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE ACCOUNT IN('566200')AND DEPTID = '000'AND APPL_JRNL_ID='MBR_AUTO'----ROWS = 0


----SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE ACCOUNT IN('930000')AND DEPTID = '000'AND APPL_JRNL_ID='MBR_AUTO'----ROWS = 0

--commit--/***************************** UPDATE WHERE DEPT = '0' TO '000' *****************************/


----SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE ACCOUNT BETWEEN '100000' AND '499999'AND DEPTID = '0'AND APPL_JRNL_ID='MBR_AUTO'--ROWS = 156

--/***************************** UPDATE WHERE DEPT = '0' TO '000' *****************************/UPDATE PS_CCW_JRNL_LNSET CHARTFIELD1='',JRNL_LN_REF='',OPERATING_UNIT=''

----SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE CHARTFIELD1=1AND APPL_JRNL_ID='MBR_AUTO'--ROWS = 0


--/***************************** UPDATE WHERE DEPT = '000' TO '598' *****************************/UPDATE PS_CCW_JRNL_LNSET DEPTID = '598'

----SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE ACCOUNT IN('512000','553101','551200','560005','560000','580000','600000')AND DEPTID = '000'AND APPL_JRNL_ID='MBR_AUTO'--ROWS = 8

--begin tran

--/***************************** UPDATE WHERE DEPT = '000' TO '731' *****************************/UPDATE PS_CCW_JRNL_LNSET DEPTID = '731'

--SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE ACCOUNT IN('550000','560800','800000','810200','822000','822000')AND DEPTID = '000'AND APPL_JRNL_ID='MBR_AUTO'--ROWS = 67

----/***************************** UPDATE WHERE DEPT = '000' TO '113' *****************************/


----SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE ACCOUNT IN('810000','561300','561400','561500','800300')AND DEPTID = '000'AND APPL_JRNL_ID='MBR_AUTO'--ROWS = 23--commit

--begin tran--/****************** UPDATE TO SHARED SERVICES BU'S FOR TAX ACCOUNTS *********************/UPDATE PS_CCW_JRNL_LNSET BUSINESS_UNIT = 16120

----SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE BUSINESS_UNIT = 16111AND ACCOUNT = '214100'AND APPL_JRNL_ID='MBR_AUTO'--ROWS = 0



----SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE BUSINESS_UNIT = 23211AND ACCOUNT = '214100'AND APPL_JRNL_ID='MBR_AUTO'------ROWS = 0


----SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE BUSINESS_UNIT = 36311AND ACCOUNT = '214000'AND APPL_JRNL_ID='MBR_AUTO'------ROWS = 0


--SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE BUSINESS_UNIT = 23211AND ACCOUNT = '214300'AND APPL_JRNL_ID='MBR_AUTO'-------ROWS = 0


----SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE BUSINESS_UNIT = 65611AND ACCOUNT = '214100'AND APPL_JRNL_ID='MBR_AUTO'-------ROWS = 0


--SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE BUSINESS_UNIT = 55071AND ACCOUNT = '214500'AND APPL_JRNL_ID='MBR_AUTO'----ROWS = 0-----------------------------------------------------------


----SELECT COUNT (*) FROM PS_CCW_JRNL_LNWHERE BUSINESS_UNIT = 27111AND ACCOUNT = '214100'AND APPL_JRNL_ID='MBR_AUTO'----ROWS = 13

















Step 6(c)(1): Use this step when row counts are other than zero or the number has increased. You will get the Row count when you run----SELECT script. Make sure to insert the row count before running the UPDATE script. Run the UPDATE script to update the row count.

NOTE: THIS IS AN EXAMPLE ONLY.



Step 6(d): Run the -----SELECT Statement for Update BU for Traffic Accounts. Make sure to change the date on the script. You will receive an updated row count. Make sure to insert the new row count.


THEN RUN TRAFFIC ACCOUNTS – CHANGE DATES – UPDATE ROW COUNT – RUN UPDATE SCRIPT.

------/************************** UPDATE BU FOR TRAFFIC ACCOUNTS *******************************/UPDATE PS_CCW_JRNL_LNSET BUSINESS_UNIT = BUSINESS_UNIT_TRAF

-----SELECT COUNT (*) --J.BUSINESS_UNIT, BUSINESS_UNIT_TRAF,ACCOUNTFROM PS_CCW_JRNL_LN as J WITH (NOLOCK)

JOIN PS_CCW_JRNL_HDR AS H WITH (NOLOCK)ON H.CCW_JRNL_SRC_ID = J.CCW_JRNL_SRC_ID

JOIN PS_CCW_MBR_STATION AS M WITH (NOLOCK)ON M.BUSINESS_UNIT = J.BUSINESS_UNIT

WHERE JOURNAL_DATE BETWEEN '07/1/11' AND '07/31/11'AND J.ACCOUNT IN ('420750','420760')AND H.APPL_JRNL_ID='MBR_AUTO'----ROWS = 181


Step 6(d)(1): Run the UPDATE script to update the row count.

THEN RUN TRAFFIC ACCOUNTS – CHANGE DATES – UPDATE ROW COUNT – RUN UPDATE SCRIPT.

------/************************** UPDATE BU FOR TRAFFIC ACCOUNTS *******************************/UPDATE PS_CCW_JRNL_LNSET BUSINESS_UNIT = BUSINESS_UNIT_TRAF

-----SELECT COUNT (*) --J.BUSINESS_UNIT, BUSINESS_UNIT_TRAF,ACCOUNTFROM PS_CCW_JRNL_LN as J WITH (NOLOCK)

JOIN PS_CCW_JRNL_HDR AS H WITH (NOLOCK)ON H.CCW_JRNL_SRC_ID = J.CCW_JRNL_SRC_ID


WHERE JOURNAL_DATE BETWEEN '07/1/11' AND '07/31/11'AND J.ACCOUNT IN ('420750','420760')AND H.APPL_JRNL_ID='MBR_AUTO'----ROWS = 181

Step 6(e): Run the----SELECT Statement for Update Other Revenue Accounts for Proper Account. Normally, the row count is zero; however, if it is other than zero go to step 5(e)(1).


--/***************************** UPDATE OTHER REVENUE ACCOUNTS FOR PROPER ACCOUNT ********************/UPDATE PS_CCW_JRNL_LNSET ACCOUNT = 489900

----SELECT count(*) FROM PS_CCW_JRNL_LNWHERE ACCOUNT = '489904'AND APPL_JRNL_ID='MBR_AUTO'--ROWS = 0

Step 6(e)(1): Run the UPDATE script to update the row count.

--/***************************** UPDATE OTHER REVENUE ACCOUNTS FOR PROPER ACCOUNT ********************/UPDATE PS_CCW_JRNL_LNSET ACCOUNT = 489900

----SELECT count(*) FROM PS_CCW_JRNL_LNWHERE ACCOUNT = '489904'AND APPL_JRNL_ID='MBR_AUTO'--ROWS = 0


Step 6(f): Run the Control Accounts and Inactive BU checks scripts independently.

--/**************************** Control Accounts and Inactive BU checks ********************************/

/*run this to check to determine if any accounts in the table are control accounts. If there are control accounts the job will end with "no success" on the journal with the bad account. To correct change either the control flag or change the account in the table, then change the status on the header table back to "R". You can then restart the job.*/SELECT * FROM PS_GL_ACCOUNT_TBL with (nolock)WHERE CONTROL_FLAG = 'Y'AND ACCOUNT IN ( select distinct ACCOUNT from PS_CCW_JRNL_LN)

/*Run this to determine if there are any lines to inactive business units*/SELECT DISTINCT BUSINESS_UNIT FROM PS_FIN_OPEN_PERIOD WITH (NOLOCK)WHERE LEDGER_GROUP = 'RECORDING'AND PSFT_PRODUCT = 'GL'AND CALENDAR_ID = 'CL'AND BUSINESS_UNIT IN (SELECT DISTINCT BUSINESS_UNIT FROM PS_CCW_JRNL_LN)

Normally, the script will return a result of Set ID with an “O”. If this is present, then you can proceed. However, in cases where it presents results of other than “O,” proceed to step 5(f)(1).


Step 6(f)(1): When the script above returns results other than an “O,” then use the following script to correct the problem. Make sure to update the Set & Where Business Unit numbers. You can do this by going to AX\General Ledger\Dimensions\Station\Insert BU. Once you located the BU number, insert this in the number in the Where Business Unit script. Also make sure to note the site #. Filter the Site number and look for the shared services BU. Once you located the shared services BU, insert this number in the Set Business_Unit Script.

------/************************** UPDATE BU FOR INACTIVE BUSINESS UNITS *******************************/


UPDATE PS_CCW_JRNL_LNSET BUSINESS_UNIT = '15079'

----SELECT count(*) FROM PS_CCW_JRNL_LNWHERE BUSINESS_UNIT = '15071'AND APPL_JRNL_ID='MBR_AUTO'--ROWS AFFECTED = 1

Step 6(g): Run the following SELECT DISTINCT Statement. This is part of the same script referenced in step 5. Make sure to change the dates. SELECT DISTINCT

(J.BUSINESS_UNIT),' ' AS 'Correct BU',(M.NAME1), (J.ACCOUNT), ' ' AS 'Correct Account',(J.DEPTID), ' ' AS 'Correct Dept',LINE_DESCR, FOREIGN_AMOUNT, JOURNAL_DATE

FROM PS_CCW_JRNL_LN as J WITH (NOLOCK)JOIN PS_CCW_JRNL_HDR AS H WITH (NOLOCK)

ON H.CCW_JRNL_SRC_ID = J.CCW_JRNL_SRC_IDLEFT OUTER JOIN /*FNPROD_READER.FNPROD.*/dbo.PS_CCW_DEPT_CE_VW AS

C --WITH (NOLOCK) Combo Edit ViewON J.BUSINESS_UNIT = C.BUSINESS_UNITAND J.ACCOUNT = C.ACCOUNTAND J.DEPTID = C.DEPTID


WHERE JOURNAL_DATE BETWEEN '07/1/11' AND '07/31/11'AND C.BUSINESS_UNIT IS NULLAND J.APPL_JRNL_ID='MBR_AUTO'--AND J.ACCOUNT NOT IN

('420750','420760','214100','214300','214500','551200','560005','560000','550000','560800','800000','810200','822000','822000','810000','561300','561400','561500')

--AND J.DEPTID <> '0'ORDER BY J.ACCOUNT, J.BUSINESS_UNIT

This will return the following result.


Step 6(g)(1): Take the results and copy and paste all the information (including) the headers into an Excel file. Send the file to Jeana Lackey (Assistant Controller). She will update and return this file to your attention. Further action will be discussed in Day 2. Make sure to highlight Column B (Correct BU), Column E (Correct Account) & Column G (Correct Dept.), so they are aware of what corrections need to be performed.

Step 7: Run the CCW Journal Entry Import in PeopleSoft. The path is PeopleSoft\General Ledger\Journals\Journal Entry\CCW Journal Entry Import.

STOP: CHECK WITH KUSHAN BEFORE RUNNING THE IMPORT.

Link to PeopleSoft: https://fnprod.mssql.peoplesoft.clearchannel.com/psp/ps/EMPLOYEE/PSFT_EP/?cmd=logoutUser ID: JE_SYSTEM_USERPassword: Meatloaf


https://fnprod.mssql.peoplesoft.clearchannel.com/psp/ps/EMPLOYEE/PSFT_EP/?cmd=logout

https://fnprod.mssql.peoplesoft.clearchannel.com/psp/ps/EMPLOYEE/PSFT_EP/?cmd=logout

Click on the ImportJournals under the Run Control ID to start the job.

Step 7(a): Inform Kushan and let him know the Journal Entry Import is running.

Step 7(b): Run the select babysitting script until it returns the results in the example for Step 6(c). In some instances, Kushan will babysit the script. The babysitting can be done from home.

select CCW_IMPORT_STATUS, COUNT(*)from PS_CCW_JRNL_HDR WITH (NOLOCK)WHERE APPL_JRNL_ID='MBR_AUTO'GROUP BY CCW_IMPORT_STATUS


The script will return the following results during the babysitting process. The Query will return the number of failed journals. Each journal wil have one or more failed combos, which will be included in the failed combo excel file send to Jeana.

S = SuccessR = ReadyI = In ProcessF = Failed

Step 7(c): Notify Kushan via Email or IM, once the import is complete. You will see this is an example.

CCW_IMPORT_STATUS (No column name)

S 6476

F 12


Documents

PROCEDURE FOR MONTH END DAY 1 INCLUDING SCREEN SHOT & SCRIPTS (Final rev 090211)