The system defaults to the General Information window whenever you select the Tracts option. To access the General Information tab from another window within Tract maintenance, click on the General Information tab.
When you add a new Tract, the system will display the Tract window as follows:
Enter or edit the information on the Tract’s General Information window according to the following specifications:
Tract Code
The tract code is a nine-character alphanumeric field used to identify the tract within the system. The system does not allow the use of duplicate codes.
Tract Name
Enter up to thirty alphanumeric characters to name the tract.
Source Type
The source type defaults to the type selected when you accessed the source maintenance option. To change to another type, click on the drop-down box arrow.
Tract Type
If you setup tract types in the control files, an entry in this field is required. The tract type determines what tabs are displayed on the tract window and what fields are required. To display a selection of the valid tract types, press Enter, or click on the Lookup button.
State 1
Enter the primary state in which the tract is located. An entry in this field is optional. To display a selection list of the valid state, click on the Lookup button.
County 1
Enter the primary county in which the tract is located. An entry in this field is optional. To display a selection list of the valid counties, click on the Lookup button.
State 2
If applicable, enter the secondary state in which the tract is located. An entry in this field is optional. To display a selection list of the valid state, click on the Lookup button.
County 2
If applicable, enter the secondary county in which the tract is located. An entry in this field is optional. To display a selection list of the valid counties, click on the Lookup button.
Contract Start Date
If applicable, enter the start date of the contract for the tract. An entry in this field is optional.
Contract End Date
If applicable, enter the end date of the contract for the tract. An entry in this field is optional.
Days Left
The days left field is maintained by the system and displays the number of days left on the contract.
Comments
Enter up to ninety-characters of miscellaneous comments or notes regarding the tract. An entry in this field is optional.
Buyer
Enter the person responsible for purchasing or cruising the tract. An entry in this field is required. To display a selection list of the valid buyers, press Enter, or click on the Lookup button.
Tract Acres
Enter the number of acres in the tract. The fields allows for six digits with two decimal positions. An entry in this field is optional.
Cost of Money %
Purchase Period
This field is automatically populated with the accounting period of the purchase amount for timber deed tracts. This field is maintained by the system.
Default Division
If your company does not use divisions, you are not allowed access to the division field. If your company uses divisions, an entry in this field is required. To display a selection list of the valid divisions defined within the system, press Enter, or click on the Lookup button.
Department
If your company does not use departments, you are not allowed access to the department field. If you company uses departments, an entry in this field is required if the general ledger account type is a sales, cost of sales, or expense account. To display a selection list of the valid departments defined within the system, press Enter, or click on the Lookup button.
Is This a Commitment Tract?
If the tract type is a timber deed, you are not allowed access to this field. Enter a check in the box if you will be tracking dealer commitments for the tract. If you are not tracking dealer commitments, leave the box unchecked. To enter a check in the box, click on the Is This a Commitment Tract? box, press “Alt I”, or press the Space Bar when the selection box is positioned over the Is This a Commitment Tract? field.
Has Agency Been Notified?
Enter a check in the box if the environmental agency has been notified that cutting has begun on the tract. If the environmental agency has not been notified, leave the box unchecked. To enter a check in the box, click on the Has Agency Been Notified? box, press “Alt G”, or press the Space Bar when the selection box is positioned over the Has Agency Been Notified? field.
Miscellaneous Owner?
If the tract type is a timber deed, you are not allowed access to this field. Enter a check in the box if the tract will have miscellaneous owners. If the tract will not have miscellaneous owners, leave the box unchecked. To enter a check in the box, click on the Miscellaneous Owner? box, or press the Space Bar when the selection box is positioned over the Miscellaneous Owner? field.
Subject to Severance Tax?
Enter a check in the box if the tract is subject to severance tax calculations. If the tract is not subject to severance tax calculations, leave the box unchecked. To enter a check in the box, click on the Subject to Severance Tax? box, press “Alt X”, or press the Space Bar when the selection box is positioned over the Subject to Severance Tax? field.
Security
Enter a check in the box if you want to system to prompt the scale operator for security marks during the weight process for products delivered from this tract. If the tract is not subject to security checks, leave the box unchecked. To enter a check in the box, click on the Security box, press “Alt Y”, or press the Space Bar when the selection box is positioned over the Security field.
Interface Code
Status
Accept the default value of active, or change the status to inactive by selecting the inactive box. The system defaults to displaying only the active tracts on the selection lists.
To save and exit the Tract window, press Page Down, click on the OK button, or press “Alt O”. To exit without saving the Tract window, click on the Cancel button, press “Alt C”, press Esc, or click on the “X” in the upper right corner of the screen.
To access online help, click on the Help button, press “Alt H”, or press F1.
Closing a Tract
To Close the tract, click on the Close Tract button, or press “Alt E”. When the close tract button is selected, the system displays the following window:
Edit the information on the Close Tract window according to the following specifications:
Completion Date
The completion date defaults to the current system date. Accept the defaulted completion date, or override it with the actual completion date.
After selecting the completion date and clicking Close Tract, the system displays the following window:
Accounting Period
Accept the defaulted current accounting period, or override it with the prior accounting period, if open.
To close the Tract, press Page Down, click on the Close Tract button, or press “Alt O”. To exit without closing the Tract, click on the Cancel button, press “Alt C”, press Esc, or click on the “X” in the upper right corner of the screen.
To access online help, click on the Help button, press “Alt H”, or press F1.