This suite of reports is designed to assist in diagnosing the cause of any financial imbalances that exist on your system. Read the following notes for guidance on when and how to use these reports before you attempt to run them.
Note: You are strongly advised to read this guide before you run any of these reports. However, click this link to go straight to the Parts Stock Audit Menu.
The Stock Reconciliation program (SO/CONSO) runs each night in Timed Operations as part of the End of Day procedure. The resulting report is known as the Parts Stock Audit Report (PSTAU). It is one of the most important reports to be printed on a daily basis because it:
Reconciles all movement of stock to the Point of Sale, Purchase Control and Stock Files.
Highlights posting discrepancies to the Nominal Ledger through various accounts.
Informs you of any Daemon or WIP Log errors.
Lists WIPs that had a part or labour line set to C for which a credit note has not been produced.
Lists expected Error Statements.
Helps to identify incorrect set up of a system.
Helps to identify incorrect user practices.
The ideal Parts Stock Audit Report has no daemon errors, WIP log errors, error statements or Nominal Reconciliation Summary VARIANCES.
Zero variances confirm that the Nominal Ledger balance sheet agrees with the Point-of-Sale actual values for the expense codes listed on the report.
It is important for the Parts Manager or Accountant to view the latest PSTAU report daily so that any errors or variances can be investigated immediately, because it can become increasingly difficult to discover the cause.
Note: Ideally, the PSTAU report should be set to go to an ARCHIVE spooler so that it can be retrieved retrospectively for the purpose of investigating variances or errors.
You can request a second copy of the report in Timed Operations but it only consists of the Nominal reconciliation summary, and does not include any part numbers that are listed on page 1 of the main copy of the report. If a second copy is requested in Timed Operations, it must not be set to run at the same time as the main copy of the report. There should be at least one other event that is set to run daily in between first and second copy request.
An expense code must have a posting priority of 7 or above to feature on the PSTAU report.
Page one of the stock audit report shows six main column headings some of which have further sub headings as follows:
Part number: Parts where the Audit report has found either an Audit variance or an Audit Write-off.
Audit:
Sub heading: Audit number from the previous day end.
Sub heading: Current Audit number at day end.
Stock Change: Total change of Stock and Surcharge value on stock records since the last stock reconciliation.
Sub heading: Stock. The value of the change with regard to stock.
Sub heading: Surcharge. The value of the change with regard to surcharges.
Purchases: Total purchases of stock and surcharges on stock records since the last stock reconciliation. Also shown is the total audit write-off figures for the records.
Sub heading: Stock. The stock element of purchases.
Sub heading: Surcharge. The surcharge element of purchases.
Sub heading: Write off. The write-off element against purchases.
Sales: Total sales of stock and surcharges on stock records since last stock reconciliation.
Sub heading: Stock. The stock element of sales.
Sub heading: Surcharge. The surcharges element of surcharges.
Variances: The difference between the stock change and the Sales and/or Purchase figures for both stock and surcharges.
Sub heading: Stock. The stock element of the variances.
Sub heading: Surcharge. The surcharge element of the variance.
Sub heading: GIS. The goods in suspense element of the variance.
Sub heading: WIP. The work in progress element of the variance.
Note: An asterisk against a part record indicates that a parts log record is missing for that part. This is most commonly caused by recovering failed WIPs.
No movement, for instance from Audit 7 to Audit 7, indicates either a failed verification, or that the Average Cost was amended manually.
All the values shown on the PSTAU are at cost and not retail price.
The most important columns on this page are the variance and write-off columns. The part numbers listed can be checked on the stock card. These can either be corrected in POS or journalled to the correct NL account or expense code, dependent upon the reason for the variance.
The second part of the report shows the following two sections:
Nominal posting summary
This is a summary of the parts and surcharges received into stock for this day only.
It also lists any values that are being posted to parts audit variance or write-off for this day (the causal part numbers are listed on page 1).
Nominal Reconciliation Summary
This shows the current values in the accounts listed and any variances to date. The left-hand column shows the actual values in Aftersales and the middle column shows the values in the Nominal Ledger. Any difference between the two is shown as a variance value in the right-hand column.
It is important to note that any variances accumulate unless they are corrected as they appear. Accumulated variances become much harder to identify because it may not be clear which individual values you are searching for.
Franchised Parts Stock (9080)
Represents franchised parts booked into stock (received but not decarded or invoiced).
In Stock Management, Average cost multiplied by total quantity. Report - Summary by franchise (K11).
Some causes for variances:
System failed invoicing parts (manually correct in Kerridge/close WIP)
Stock card set to balance item N(Change to Y, stock adjust, journal) (or credit transaction, change to Y, re-issue)
NL journal
Represents franchised surcharges booked into stock (received but not decarded or invoiced), also any franchised XP parts in stock (dirty or exchange units).
Tip: In Stock Management, Surcharge multiplied by total quantity of the main franchised surcharge lines held on the stock file. Report - Summary by franchise (K11).
Some causes for variances:
System failed invoicing parts (manually correct in Kerridge/close WIP)
Main invoice reversed but no surcharge invoice (Batch a credit)
Stock card set to balance item N (change to Y, stock adjust, journal) (or credit transaction, change to Y, re-issue)
NL journal
Non - Franchised Parts (9085)
As Franchised Parts Stock (9080) but for non-franchised parts
Non - Franchised Parts Surcharges (9087)
As Franchised Parts Surcharges (9082) but for non-franchised parts surcharges
Parts Audit Write-Off (7082)
Generated by PC/SO. Parts causing postings to this account are usually listed on page 1 of the PSTAU report. Postings are listed only on the PSTAU report for the day of the transaction. Postings are made to this account when invoicing parts to the Parts stock adjustment account but the system does not need to report it on the PSTAU report.
Common causes for postings:
Selling a part into negative stock at one cost, then receiving into stock at another cost (journal to c.o.s. as the cost when sold was incorrect at the time).
Parts Audit Variance (7083)
Generated by SM.Parts causing postings listed on page 1 of the PSTAU report. Parts posting to this account are listed only for the day of the transaction.
Common causes for postings:
SS price change
Un-receive and re-receive but sold in between
Stock check adjustments
Supersessions
NL journal
Parts Work-in-Progress (9090)
Represented by parts requisitioned on a WIP then held but not invoiced.
Tip: In parts lines, Order quantity multiplied by cost (plus surcharge), if Order status is equal to X and Invoice status is equal to I. Report Detailed Parts WIP Report (K82) or Work in progress Report (K83) in POS. Parts usually listed on page 1.
Some causes for variances:
WIP failed
Parts price changed while the part is still in WIP
Reverse requisition at different price than issued
NL journal
Parts Goods-in-Suspense (9575)
Represents parts received but not verified against a Purchase invoice.
Tip: Report Purchase Awaiting Invoice(K06) in Purchase Control. When you run the report select N to exclude labour. There are postings to this account also for ICTs (Inter-Company Transfers). The report does not include any ICTs.
Some causes for variances:
NL journals
ICT invoiced without request
Failed purchase order number
If a positive purchase order number failed in PC, then actual lower than NL
If a positive purchase order number failed in SM, then actual higher than NL
Subcontract Stock (9204)
Represents labour received but not invoiced. In POS, sublets are at Load status X and Invoice status I (sublets work in progress).
On the latest revisions this is Point-of-Sale report K49 (Sublets received not invoiced). On earlier revisions this is included in the Point-of-Sale report K08 (Detailed labour WIP).
Some causes of variances:
Prevstat equal to C
Hourcost not equal to 1.00
NL journal
Line at H loadstat
Sublet WIP failed on invoicing
Subcontract Goods-in-Suspense (9576)
Represents labour received on a WIP but not verified against a purchase invoice.
Invoicing the sublet has no effect on the goods in suspense.
Tip: Report Purchase Awaiting Invoice(K06) in Purchase Control (select Yes for Sublet.)
Some causes of variances:
Failed sublet
NL journal
9578 errors (Parts and Labour goods in suspense errors)
Mis-postings (9399)
In Aftersales, there can be postings to this account if the system cannot post to a correct cost centre or expense code. This may be from a PC verification or from a POS posting.
Labour work in progress (9200)
This represents labour lines that have been completed but not invoiced. In labour lines it is the time taken multiplied by the Sale code (hourly cost), if load status equals X and invoice status equals I. This is shown on Point-of-Sale report K01 (Parts and labour work in progress) and on Point-of-sale report K08 (Detailed labour work in progress).
On a standard setup variances to this account are not usually investigated, because there is normally a growing variance throughout the month until the accounts department processes the end-of-month wages costs and journals out the balance sheet value.
VAT excess clearing account (9208)
Labour (or parts) lines normally post to this account if the Analysis code is V. It is used mainly for bodyshops which may have to charge the VAT, excess or the customer's contribution element on a repair.
There is always a positive and an opposing negative line on a WIP for both of these. This is because if you credit the VAT, excess or contribution against the insurance company, you invoice the same amount to the customer. If you add only one line on a WIP and invoice it, there will be a variance on 9208.
There can be postings to the following error accounts from Point-of-Sale if the system is unable to post to the correct account. This is likely to be due to an incorrect or missing franchise code or analysis code.
Mis-postings (9399)
There can be postings from After-sales to this account if the system cannot post to a correct cost centre, expense code or combination of both. This may be from PC verification or from a POS Posting. It is called error account to be used for invalid accs. It is a Nominal ledger parameter and is set in NL, System parameters on the NL Codes tab.
The Point-of-Sale error accounts are as follows:-
9095 Parts stock errors
9096 Parts surcharge stock errors
9097 Parts work in progress errors
9098 Labour work in progress errors
9578 Parts and labour Goods in suspense errors
In order to investigate any variances it is important to establish the trading day when they first appeared. A copy of the PSTAU report for this day (and the previous day) is necessary.
Note: You should take into account whether or not the PSTAU ran before midnight.
By comparing the NL reconciliation summary for the previous day, then adding or subtracting the values for the current day, you can establish whether it is the Actual or the Balance sheet that is wrong.
Before you carry out any time-consuming checks, it is advisable to check in the Nominal Ledger transactions (current or archive) by source module NL, PL or SL, in case the variance was caused by someone in the accounts department.
Any postings under the type NL are caused by a Nominal Ledger journal being carried out.
Any postings under the type PL are caused by a document being registered to this expense code by mistake.
Any postings under the type SL are caused by manual batch input from Sales ledger.
Audit Write-offs (7082)
These are easily investigated. The first place to start is the Movement page of the part, reported on page 1 of the Stock Audit report.
The most common cause of write-off postings is that a part is sold at a particular average cost, but someone realised that this was the wrong cost when trying to verify the invoice, and unreceived the part at original (wrong) cost and re-received it at the newer (correct) cost.
For example, a part had all the stock sold between Receipt and Invoice:
100 were received and invoiced with a cost of £2.00: cost equals 100 at £2.00 equals £200.00
100 were un-received at the original cost of £2.00 giving Stock of 100: 100 at £2.00 equals £200.00
100 were received back into stock at a cost of £1.50: cost equals 100 at £1.50=£150.00
Audit Variances (7083)
These are normally shown on the Stock Audit report as a result of a part being sold with a different cost price to the average cost price shown on the stock record. For example, if the Total Sales for the day equates to more than 1 pence, this is reported on End-of-Day, and is normally down to roundings.
Surcharge differences between the stock record and purchases are also shown in this expense code. By viewing Display Stock Record, Movement page and the Prices and Costs page in Stock Management, it is possible to view the differences reported very quickly.
If the posting is caused by a manufacturer's price change, this can be seen in the stock card, prices and costs. It shows a different price from the one on the price update section.
Note:XP (old units) are not updated by the manufacturer's price update.
Parts Franchised Stock (9080)
Take the previous day's value, add the Parts purchased, minus the Parts decarded. This shows if it is the Actual or the Nominal that is wrong.
Check for any failed WIPs on this day (usually listed under WIP log errors on the PSTAU report). Check each WIP number listed under WIP log errors (the part or parts may be incorrectly decarded on the stock card, but checking the movement page of the part record will reveal this).
Check if there are any parts in the stock file with an average cost greater than 0 that have the option Balance item not set to Y. If there are, and the stock quantity changed on the day of the variance, the cost of this part will be posted through the Nominal ledger but no value changed from stock, so a variance will be reported. A simple adhoc report can be used to check if any parts have balance set to N.
If this is the case, then you can amend the stock record for this part and flag Balance item to Y. You can then stock-adjust the part or parts to the correct quantity and journal this against the variance.
Check report Trans Enquiry for a Date K46 against Parts decarded on a date - Detailed K42 (in POS parts stock audit menu) for any mis-postings.
Check also that there is nothing at W (Withheld) status in the NL posting buffer. If there are any Withheld postings, contact Autoline support for advice on investigating them.
If the NL balance is wrong:
Check for any posting by source module NL, PL, or SL.
Check that the value has not posted to the parts stock errors account in nominal ledger. Go to nominal ledger for the relevant company, select transaction enquiry and current transaction (archived transaction if not recent), enter the expense code (9095 standard), and click proceed. This shows any postings to the parts stock errors account. If there are any here, contact Autoline support for advice on investigating/correcting them.
Take the previous day's value in 9080 on the PSTAU, add the franchised parts purchased to the Actual Value (POS report K43) minus the franchised parts decarded (POS report K42). This may indicate if it is the actual value or the balance sheet that is wrong. These reports include all parts moved on the date, so you need to exclude non-franchised parts. Repeat using the balance sheet value for the previous day, then add received, and subtract decarded franchise parts. Either the actual value or the balance sheet should show as being out by the variance value.
Parts Surcharges (9082)
Take the previous day's value in 9082 on the PSTAU, add the franchised surcharge Parts purchased to the Actual Value (POS report K43), minus the franchised surcharge Parts decarded. This shows if it is the actual or the Nominal that is wrong.
If the Actual is wrong:
Carry out the same checks as Parts Stock (9080).
Check for surcharge invoices where the main invoice has been reversed but the corresponding surcharge document failed to reverse.
If the NL balance is wrong:
Check for any posting by source module NL, PL or SL.
Check for any postings withheld in the invoice buffer.
Check that the value has not posted to an errors account.
Check NL transactions for any missing/duplicated posting.
Non - Franchised Stock (9087)
As for Parts Surcharges (9082) but for non-franchised parts surcharges only.
Parts Work In Progress (9090)
Check any part numbers listed on page 1 of the PSTAU with a value under the column WIP. If there are any listed; check the movement page on the stock record mirrors the status of these parts on any WIPs (order status X for decarded, invoice status X for invoiced or I awaiting invoice).
Similarly, check for any WIP failed (look for any WIP numbers listed under WIP log errors). If there are any listed, check the movement page on the stock record mirrors the status of these parts on any WIPs (order status X for decarded, invoice status X for invoiced or I awaiting invoice).
Take the previous day's value, add the Parts decarded, minus the Parts invoiced. Does this equal the value on the PSTAU with the variance? Now do the same but this time using the balance sheet values from the day before. This shows if it is the actual or the Nominal that is wrong because one of these calculations should agree.
If the Actual is wrong:
Check any part numbers listed on page 1 with a value under the column WIP. Check for any WIP failed (part number may be listed on page 1, or WIP log errors).
A part may have been requisitioned at one cost price, and then invoiced at another. This gives a 9090 variance.
If the NL balance is wrong:
Check for NL journals under source module NL, PL or SL.
Check in the posting buffer for any withheld postings.
Check mis-posted items K44 from the Stock Audit menu.
Check Trans Enquiry for a Date K46 against Parts invoiced on a date - Detailed K41, for missing postings.
Parts Goods in Suspense (9575)
Take the value from the previous day that had no variance, add Parts purchased on a date - Detailed (K43), subtract Parts verified on a date - Detailed (K40). This shows if it is the actual or the Nominal balance that is wrong.
If the Actual is wrong:
Check on page 1 of the Parts Stock Audit Report for any part numbers listed under the heading G.I.S. variance. A part or parts may have failed in Purchase control or Stock and can be corrected by Autoline support.
Check the Mis-Posted items (K44) report. It is only possible to check this on the day the variance occurred.
Check report Parts purchased on a date - Detailed (K43) in POS against the Print Goods Received (K05) report in Purchase Control for missing transactions.
Check for an opposite posting to the roundings account 9086 for the same day as it may have occurred on verification of an invoice.
Check Parts verified on a date - Detailed (K40) and compare PTRAN for failed verifications.
Check for failed or incorrect Inter Company Transfers (ICTs), run the ICT report in the supplying company. A failed ICT does not show in the company with the variance. ICTs causing 9575 variance may occur when any parts are processed incorrectly (for example, when ICT parts are deleted from or added to a WIP in the receiving company). Only the requesting company should control part numbers requested. Otherwise this breaks the ICT link and results in a variance. You can run an adhoc report in the parts log file to check if there is a transfer WIP and line number against parts invoiced to ICT account. If an ICT has failed, the part number normally shows as being decarded (issued) in the supplying company but does not show as being received in the receiving company. This can be seen in the movement page on the part stock record.
If the NL balance is wrong:
Check Trans enquiry for a date (K46) for mis-postings from NL, PL or SL.
Check that on the date of posting verification it has not posted to Accounts twice, using the same suffix but a different Purchase Control number, Trans enquiry for a date (K46) identifies these transactions.
An invoice may fail on verification, causing goods in suspense (GIS) variance. Point-of-Sale report K40 shows parts verified on a date. This can be checked against transactions by daybook date in NL.
If an invoice has been verified but the parts have not gone to STATE or STATUS X, it can be corrected manually by Autoline support.
Occasionally users may create assemblies incorrectly and cause a 9575 variance. This can happen when assemblies with negative quantities of parts instead of positive quantities are created.
Note: Take care to note whether it is a positive or negative value in the GIS column under Nominal Reconciliation Summary. Parts in GIS are shown as a negative value on the report. If it shows a positive value there are more credits in purchase control awaiting verification.
Subcontract Goods in Suspense (9576)
Take the value from the previous day that had no variance, add labour received on a date Sublet Labour invoiced K47), subtract labour verified (printed on the Stock Audit report). This shows whether it is the actual or the Nominal balance that is wrong.
If the Actual is wrong:
Check in the PTRAN for any failed sublets. For example, state equal to R but recdval equal to £0.
Check in the labour log file for any sublets that were carried out that day.
If the NL balance is wrong:
Check for NL transactions under source module NL, PL or SL.
Check in the posting buffer for any withheld postings.
Check Mis-Posted items Report (K44) from the Stock Audit menu (only valid for the day after).
Subcontract Stock (9204)
Take the value from the previous day that had no variance, add labour received on a date Sublet Labour received (K48)), subtract Sublet Labour invoiced (K47) labour invoiced on a date. This shows if it is the actual or the Nominal balance that is wrong. There is no existing Aftersales report to identify the current values in Subcontract stock but a simple adhoc in the labour lines searching for HOURCOST multiplied by TAKEN, if Typecode equals S and loadstat equals X and invstat is not equal to X.
If the Actual is wrong:
Check if any failed WIPs on the day of the variance include a subcontract labour line. This can be shown under the WIP log errors section on the PSTAU report.
Run an adhoc report in Labour log to search for any sublet with an HOURCOST not equal to 1.00., or if PREVSTAT is equal to C. Also check in labour lines for any sublet lines at H or W loadstat.
There is no existing after-sales report to identify the current values in subcontract stock, but a simple adhoc in the labour lines file searching for HOURCOST multiplied by TAKEN, if typecode is equal to S and loadstat is equal to X and invstat is not equal to X.
If the NL balance is wrong:
Check NL transactions for any duplicated or missing postings for sublets that were actioned on this date.
Check for NL transactions under source module NL, PL or SL.
Putting a sublet line to load status H or W holds the posting to the nominal ledger, but it still appears in Point-of-Sale as a sublet value, so there will be a variance on 9204 on the PSTAU until the sublet line is processed. Then the variance will disappear.
VAT Excess Clearing Account (9208)
The 9208 account normally balances unless Point-of-Sale processes lines incorrectly. For example, as this account requires two opposite lines on a WIP in order to balance, the most common mistake occurs when only a single line is entered on a WIP with an analysis code V.
If an Insurance company is credited the VAT or EXCESS element of a repair, this is charged to a third party. Then the account balances. If, however, Point-of-Sale simply adds a line on a WIP and invoices it with an analysis code of V, there will be an imbalance.
These variances are usually easy to find, so long as you do not leave them too long before investigating. Create an ADHOC report in Point-of-Sale (labour log file normally). The headings for the report would be WIPNO INVOICE LINE TYPECODE RTSCODE and the criterion IF TYPECODE IS EQUAL TO V. It is much easier if you sort by WIPNO, then you can see the two opposite lines for each WIP. You should look for one or more WIPs with only one line entered, and they should total the variance value.
When you have discovered the WIP, Point-of-Sale users should be advised that they need to action the opposite line on the WIP (if held). If there is only one line with analysis code V on the WIP, they need to reverse this line and add another line with an analysis other than V to bring the 9208 account back in balance.
Sometimes there can be opposite variances to the GIS. account (9575) and the sum of the stock accounts (for example 9080, 9082, 9085 added together). This occurs when more than one copy of the PSTAU has been requested in timed operations but with no timed event in between the two SO reconciliation requests. The system starts to post the values through again on the second request before the first has completed. This leaves correct values on the POS Actual but incorrect values in NL balance sheet. A NL journal can be made between the GIS variance value and opposite stock variance values (there may also be some duplicate 7082 or 7083 postings to include). It is also necessary to confirm that there were no variances on previous day as the NL journal will effectively return the variance quantity to that of the previous day (ideally £0).
Opposite variances (9576/9204)
These can happen on a system if a sublet has failed or been processed incorrectly. Effectively accounts department can journal out the opposites normally but they should contact Autoline support to check whether the sublet or sublets causing the variance are correct in Purchase control and Point-of-Sale. Autoline support can check to see if there is a software update for this, if it was just user error or a one-off.
Opposite variances (9080/9090)
These can happen if there is a problem with decarding or reverse issue of a part or parts. The causal part number or numbers may be listed under the page 1 of the PSTAU report, or the WIP may be listed under the WIP log errors section. If not, it will be necessary to check all parts decarded and invoiced on the day of the variance and compare to the Nominal ledger transactions for these two accounts. The Point-of-Sale reports are K42 (decarded on a date) and K41 (invoiced on a date).
Once the part number or numbers are found, the physical stock can be checked, and the quantity on the WIP. It may be necessary to stock-adjust them to correct it. Contact Autoline support for advice on this, or if you are unable to find the offending part number or numbers.
Cannot load parts balance sheet record for key PTA in WIP XXXXX, where XXXXX is the WIP number.
There is a parts line on the reported WIP number with a franchise of T and an analysis code of A, for which a corresponding posting table cannot be found.
Cannot load labour balance sheet record for key LTA in WIP XXXXX, where XXXXX is the WIP number.
There is a labour line on the reported WIP with a franchise of T and an analysis labour rate type of A, for which a corresponding posting table cannot be found.
WIP no. XXXXX has invoice status C, where XXXXX is the WIP number.
The WIP has parts or labour lines set to C but a credit note has not been produced. Check the invoice status for this WIP and you should find a line at C status. Amend to X to stop the error appearing on the Stock Audit report or print a credit note if required.
Cannot load labour balance sheet record for key L A in WIP no. XXXXX, where XXXXX is the WIP number.
A labour line has been found with no franchise code. Contact Autoline support for instructions on how to rectify this.
Cannot load parts balance sheet record for key Pyp in WIP no. XXXXX, where XXXXX is the WIP number.
This indicates that an analysis code, which is not valid in the nominal permutations, has been put against a part in the reported WIP.
Note down the part numbers in the WIP. Then in SM, display the stock card for all part numbers.
Under the description option there is the analysis code on the right-hand side. Note down the codes for all the part numbers involved.
You will probably find that either the stock record or the parts line has an incorrect analysis code. Identify the correct analysis code, go back into the WIP and select the part details page. Ensure the correct analysis code is used. If the WIP is correct, go into the stock card and correct it there. The likely cause is a small p instead of capital P on the record. After correcting the stock card, credit the WIP and create a new WIP to pick up the change in the analysis code.
Cannot load labour balance sheet record for key lzc in WIP no XXXXX, where XXXXX is the WIP number.
This indicates that a labour line has been found with a franchise code z and a labour rate c for which it cannot find posting tables. This means that values have been posted in the error account, and these must be journalled. The NL codes must also be amended.
Cannot load balance sheet record for key LTA in WIP No XXXXX, where XXXXX is the WIP number.
This indicates that in nominal codes when you enter labour, T Franchise and analysis code A, there are no expense codes set up. You must locate which one is not set up and then check the WIP and WIP header details to find out where this is coming from. For example, if the franchise letter T is not set up in the nominal permutations and you want to treat this as non-franchise, you can insert T behind non-franchise (Z) in the nominal permutations. If you require this to be set up separately, you can do it by providing the appropriate expense codes for the purpose.
Cannot load balance sheet record for key LA in WIP No XXXXX, where XXXXX is the WIP number involved.
This error indicates that there is no franchise code on one or more labour lines for this WIP. If there is a vehicle involved, perhaps the CRM record does not have a franchise letter or there is no CRM record attached to the VSB record on the WIP. However, in the WIP header you may find a franchise code which could be the default from the terminal used (check the header record) or if the WIP header is set to something else and the terminal details are blank, you may have the ability to enter into the franchise code box and amend the code.
Note: All postings are normally made to an error posting account set up in nominal permutations. If NL codes are set up incorrectly this is account 0000 0000. This is automatically created from POS if no posting tables are found for error accounts. The user concerned can get the accounts department to check if the amounts have posted to this account. Then accounts can journal from this account if necessary to the correct NL code. Or the user can credit back the items on the WIP and then amend the franchise code on the relevant labour lines and re-invoice it out again. This keeps it tidy in accounts. If there are no postings in the error account, it is always a good idea to credit back the items, and then you can amend the labour lines and re-invoice the lines out again.
In the case of labour lines, if this message is appearing on the PSTAU every night, and the WIP is already costed and appears to have already been sorted via
a journal in account, investigate and see if there is a franchise letter missing. As the EOD program reads down the labour lines, it traces this until the WIP drops off the system or the labour lines are amended.
PO lines with no headers - XXXXX where XXXXX is the Purchase Order number.
This error means that Purchase Order number XXXXX has no header because it has been deleted, for whatever reason.
To resolve (Priority 8 needed):
Set the Purchase Control, Auto Sequence Order Number parameter to N (unchecked). It is set in System Maintenance, System Parameters. You can temporarily change the parameter and change it back after the purchase header has been created.
Go into Purchase Control.
Go into Purchase Order Headers, New Purchase Header.
Enter the reported purchase order number.
After you have created the header, go into Purchase Control and Z the order, because it is no longer needed.
When WIP log errors appear on the Stock Audit report, it indicates that the WIP number shown reported an error when accessed the previous day. The most common error received is: Being Processed - check postings/stock.
Firstly, check whether the WIP is still live on the system and can be accessed. Check the third column headed New on the report. This column advises whether a new WIP is required. If it is set to N the WIP is accessible. If set to Y the WIP can no longer be accessed.
It is important to check all WIPs regardless of whether or not they can be accessed. A WIP opened with parts and labour, then invoiced without being held, may crash upon invoicing and lose all information. This results in postings in accounts from stock that has not decarded because it was never requisitioned.
WIPs fail for a number of reasons, not always during invoicing. You may find you have a WIP log error that occurred when a WIP was being held where no update function was being carried out.
Points to check on WIPs:
Check what the user (under Userid column) was doing in the WIP at the time of the WIP log error, perhaps producing an invoice or using a function key (for example Job Card, requisition, and so on). It is even possible that there was a power cut when the WIP was being edited.
If you were performing an update function, for example Requisition or Invoice, it is important to check that the system has updated correctly.
If what you were doing involved the decarding of stock from your stock file, check that the stock levels are correct.
If what you were doing involved an invoice or credit note, check that the monies concerned have transferred to the accounts system correctly and updated the Sales Ledger and Nominal Ledger.
If you were doing a workshop job using a vehicle held in CRM, make sure any dates in CRM have updated. For example, ensure that next MOT and service dates and any service history entries have also been written to the vehicle.
If the WIP can still be accessed, check that the status of the WIP is correct. For example, an invoiced WIP should appear as Costed with all lines on the invoice page at X status.
Check that the document can still be successfully retrieved from the document archive.
NL postings missing may show if the daybooks were printed before EOD has run. You can check this by looking down the Nominal Ledger using suffix WIPXXXXX, (where XXXXX is one of the WIPs that has the postings missing), and check the time of day the daybook was printed. If it was printed before the EOD starts then this is the reason. Providing there are no major variances, no further action is needed.
A user might have been in a WIP and failed to exit it correctly, for example the printer jammed and disabled the terminal or a panic was generated. To check whether this is the case you can run an Adhoc down the **.SO.loghd file, searching on the wipno and looking for a status R (Reversed) or X (Failed on the wipno).
DOCTYPE POSTDATE OPERATOR TERMINAL TIME STATUS IF WIPNO IS EQUAL TO XXXXX:
If the status is R the WIP will have reversed all the WIP transactions to their state the last time the wip was saved.
If the status is X then the WIP failed, and if the user was invoicing at the time, even if he has a document, you should check the SL for the invoice. Check that the parts have decarded, and check the service history of the vehicle to see what has updated, if anything.
If the document is on the SL and the parts have been decarded, close the WIP and, if necessary, manually input the service history in the CRM module. If the parts have not been decarded it may be necessary to decard them before you can run the CLWIP program.
Daemon errors occur when a part is sold through Point-of-Sale. The program posts values of changes in stock to the Nominal Ledger as a reduction (credit) to the stock account and a gain (debit) to the Cost of Sales account. The program then writes an entry into the Daemon transaction log file (SOPTRANSLOG) so that the daemon can make the physical change in the parts log file. The Nominal should match the physical stock value. Assuming that the part you are trying to sell is locked by the system, this does not stop the accounts posting or the invoice being produced, but stops the daemon updating the stock and parts log file. If the part remained locked for the rest of the day, it results in a Stock to Nominal imbalance.
Daemon errors are viewed through POS, System maintenance, View transaction log. Click the Daemon errors button. The daemon errors can be printed.
The following is a typical list of such daemon errors:
CO 1. File: Accts, Part Number XXXXX, Wipno, Error - record not found!
CO 1. File: Accts, Part Number XXXXX, Wipno, Error - record not found!
Co 40. File Depot, Part Number XXXXX, Wipno, Error, record not found!
Co 1. File Stock, Part Number XXXXX Wipno, Line Error, Duplicate Key!
Note: Should any daemon errors be found, contact Autoline support for help in rectifying the problem. The problem must be reported as soon as the message appears, and the message will stay until the problem is rectified and the error file deleted. The error file should never be deleted until the cause is found and corrected.
The parts reports do not list any parts that have fallen into the parts archive (variances should not be left so long to investigate anyway).
K07: Parts work in progress
K36: Parts verified on a date (Totals only)
K37: Parts Invoiced on a date (Totals only)
K38: Parts received on a date (Totals only)
K39: Parts received on a date (Totals only)
K40: Parts verified on a date (Detailed report)
K41: Parts invoiced on a date (Detailed report)
K42: Parts decarded on a date (Detailed report)
K43: Parts received on a date (Detailed report)
K44: Mis-posted items (Manual journal entries)
K45: Yesterday's buffer entries
K46: Transaction enquiry on a date
K47: Sublet lines invoiced
K48: Sublet lines received
This report shows parts or labour received and waiting to be verified against a purchase invoice.
K06: Goods awaiting invoice (verification)
This report shows all parts in stock including surcharges.
K11: Summary by franchise
If you are trying to reconcile values currently in stock, goods awaiting invoice, or work in progress against the PSTAU report, you must appreciate that the reports will print the value at the time the report is run, whereas the PSTAU is showing values at the previous day end. So you should batch the reports to run in the evening in order to see the figures match.
Receive parts/sublet: Posts the cost price into the stock accounts depending on whether it is Franchised parts, Surcharges, Non-franchised parts or Non-franchised surcharges. They are 9080, 9082, 9085 and 9087 respectively, and 9204 for sublets received. The same cost is also posted to Goods in suspense 9575 or 9576.
Decard (requisition parts): Posts the cost out of the relative stock account and puts it into work in progress 9090 (parts). The cost will only post to 9090 if the WIP is held and not invoiced immediately. If parts are added to a WIP and invoiced immediately without holding the WIP, the postings will not go to the work in progress account.
Invoice parts/labour: When invoiced, the costs are posted to the relevant sale or cost of sale accounts for labour and/or parts. There are work in progress postings also if the WIP had been held after parts were requisitioned.
Verify parts/labour: Posts the cost back out of goods in suspense when you correctly verify lines on an invoice (9575 or 9576).
If you are using a later version of Autoline that has the standard reports, you can check for manual journal entries by running Point-of-Sale report K44 and try each source module in turn (NL, PL, SL). Any postings under the type NL will be caused by a Nominal ledger journal being carried out. Any postings under the type PL are caused by a document being registered to this expense code. Any postings under the type SL are caused by manual batch input from Sales ledger.
If the report is not on site, you can check for manual journal entries as follows:
From the Main menu select Nominal ledger and the relevant company number.
Select Transaction enquiry from the Nominal ledger menu.
Select Current transaction file (if recent) or Archived transactions (if not).
Enter the relevant cost centre and expense code.
In the right-hand source module box type NL (in capitals) and click proceed. Any manual journal entries to this account by module NL are listed, and you can click them and click the Detail button to find more details (for example userid, terminal number, daybook).
Repeat the check but change the source mode first to PL, and then to SL. If there are any listed, you can click them and click the Detail button to find more details (for example userid, terminal number, daybook).
From the Main menu select Nominal ledger and the relevant company number.
Select View posting buffer from the Nominal ledger menu.
Replace the asterisk in the status box with W.
Click Execute.
You can refine the search by adding a particular cost centre and expense code, POS company and so on.
A list of postings that are withheld for a particular reason.(for example no VAT code on a line) is displayed. You can click a line to select it and click the Detail button to get more information on the posting. If you need further assistance on interpreting the problem, contact Autoline support.
