The Daybook is the first stage of the detailed Audit Trail that exists in Autoline. Until daybooks have been processed no transactions will appear in any of the ledgers. The Daybook is a record of the transactions processed into Autoline via the invoice buffer.
The Daybook processing executes all of a transaction's analysis and validation that is necessary to make the postings to the appropriate ledgers. If a daybook does not pass all validation carried out it is possible that certain transactions will be withheld for varying reasons. The fact that transactions have been withheld from posting is reported to the user during the Daybook processing function
Correctly used, the Daybooks will provide a permanent hard copy record of all transactions processed into Autoline. They provide a record of when, where and by whom, particular transactions were entered. In addition, they can be used as a check on the input from the different areas of the business. The daybooks provide the foundations for any internal control procedures you may wish to instigate within your business.
The daybook layout is dependant upon the type of transaction being processed and to achieve this Autoline uses a number of different daybook type identifiers.
A Daybook can contain up to four parts dependant upon the daybook type. They are:
Note: The Posting summary will print only if consolidated posting to the Nominal Ledger flag is turned on in the system parameters.
Each of these parts comes with a header showing two kinds of information for identification.
The Daybook itself is identified by a bold heading, giving the type of Daybook and a unique number assigned by the system to every Daybook created.
Additionally the header contains the time and date of printing, the user ID under which the Daybook was processed, the number of the terminal where it was processed and the Module sequence number.
Tip: When filing Daybooks, there should be no breaks in the number sequence. You should check that all of the Daybooks are present before the Clear processed batches option is run from the Nominal Ledger, or in the Timed operations chain. Any Daybook can be reprinted as long as the transactions exist in the Invoice buffer.
The batch of documents to which the Daybook refers is identified in the header in the following ways; by User ID under which it was entered into Autoline, by the number of the terminal from which it was entered, by the Nominal Ledger period to which it refers and by the input batch number.
The document input batch number is a number assigned by the system to each batch of documents as they are entered. The batch number prefix identifies the module from which the data was entered.
The Daybook provides all of the critical information for each item and each document in the batch. In it, each item is numbered. It shows the document number, the document date and a posting date. It gives the account number, the currency of the account and the type of the account. It lists the cost centre code and the expense code for each individual posting within the item (in effect, the Nominal Ledger account number). The suffix and the narrative are shown, along with the VAT code. Finally, the debit and credit values for each posting within the item are shown.
The Posting summary details the postings from this batch to the Nominal Ledger. It summarizes the postings by Nominal Ledger cost centre and expense code (effectively the Nominal Ledger account number), and presents them sorted in Nominal Ledger account number sequence. For each account, it provides the posting date, the total value of the posting, the number of items in the posting, the original item number, the suffix and the sequence.
The posting summary will print only when there are consolidated postings to the Nominal Ledger, and will consolidate by account, date and suffix.
The VAT summary provides a breakdown of the rates of VAT and the goods and VAT value for each Nominal Ledger VAT Control account to which postings are made. It also indicates whether the goods and VAT are charged to the current period, the following period or some subsequent one.
The Document summary provides totals for each type of document and the number of lines in each. It also gives the goods amount, the VAT amount and the total amount for each document type.
Daybooks can be printed in several ways. They can be printed immediately on exiting specific functions. They can be printed by specific module for data entered by a specific user from a particular terminal. Finally they can be printed globally for specific daybook types.
Whether printing output to a physical printer or spooler takes place will depend upon the setting of a Nominal Ledger system parameter. 'New page for each daybook item' which is held on the Flags tab of these parameters. This parameter has 3 setting options.
Y - Each daybook item will be printed on a separate page.
N - All daybook items will be printed on the same page(s).
S - No daybooks will be physically printed but will be processed into the Accounts.