Warning: Use of named files is an advanced setting that requires serious consideration. Discuss the possible effects with your business partner before you make a final decision or change your settings.

To turn on named files, you must select the Ask Name check box (File, Company Settings, File Locations) or a default file name is used. For example, if you use named files for the JC Transaction files the each time you perform a task or function that access a JC Transaction file, the system will prompt you to select a specific file. If you do not use named files, Job Cost would always access the New.jct, Current.jct, or History.jct.

To turn off named files, you must uncheck the Ask Name check box (File, Company Settings, File Locations).

Named files allow you to create multiple files of the same file type that are used for the same purpose. For example, you might have several employees entering invoices in Accounts Payable. To keep the data entries separate, the Accounts Payable clerks would give unique names to their individual transaction files. Jane, Jeremiah and Joan might name their files Jane.api, Jeramiah.api, and Joan.api, respectively. You also can use named files to store data entered within specified time periods. For example, you could keep Payroll checks for each month or quarter stored in their own files, such as NewJanuary2012.prt, NewFebruary2012.prt, Quarter_1_2012_Current.prt, Quarter_2_2012_Current.prt, Quarter_3_2012_Current.prt.

Named files function the same as unnamed files, except you must post each named file separately. You cannot perform tasks between named files of the same file type. For example, you cannot post Jane.api to Joan.api, and then post the combined file to the Accounts Payable Master file. You must post Jane.api, then Jeramiah.api, and finally Joan.api. Entries update to the Current.apt (Accounts Payable Current Transaction file) and Master.apm (Accounts Payable Master file) each time you post whether you use named files or not.

Some file types are automatically named, such as Master files. In general, you cannot change the names of these files; however, there are exceptions (for example, the Payroll Master file). You must name some file types, such as printouts, macros, and reports. For these file types, the Ask Name box is automatically selected and cannot be changed.

Note: Not all files can use this function, such as the AP Transaction file and AR Activity file.