This is a way of displaying the output generated by the SM/EOP program. End of Month figures are flagged as type M, and daily transactions that have errored are flagged as type E for Error or D for Daemon error. It should be noted that a type E report is normally written every day because all NL imbalances are now displayed even if there is no variance. For End of Month figures, you can also view and print a day basis of Nominal Ledger (NL) to aftersales for the given period for purchases, or view and print sales transactions and drill down on an invoice. The sales and Goods in Suspense (GIS) accounts must be Monthly Open item on the Expense code tab of the Nominal Ledger account for this to be successful.
To display audit files:
The STOCK MANAGEMENT menu is displayed.
Select the Display audit files option and click OK.
The Stock Audit form is displayed.
From the table on the left-hand side of the form, select the transaction that you want to view.
The Purchases/Sales for Period form is displayed, depending on the line that you selected.
If the system identifies more than one matching document, a list is displayed.
The Document Retrieval form is displayed.
The SALE INVOICE is displayed.
The Stock Audit form is displayed when you select the Display audit files option from the STOCK MANAGEMENT menu. From this form, you can view or print End of Month figures and errors produced by the SM/EOP program, view or print a day basis of NL to aftersales for the given period for purchases, or view and print sales transactions and drill down on an invoice.
For each transaction, the table on the left-hand side of the form displays the following details:
Month: The month of the audit.
Year: The year of the audit.
Date: The date of the audit.
Type: The transaction type:
- D: Daemon errors.
- E: Errors. These lines are highlighted in red.
- M: End of Month figures
The table on the right-hand side of the form shows a breakdown of the audit if the selected transaction type is M or a list of errors if the transaction type is D or E.
For End of Month figures, the following details are summarised:
- Description
- Nominal Ledger total
- After Sales total
- Variance
Tip: Click the Purchases line to view or print a day basis of NL to aftersales for the given period, or the Sales line to view or print transactions and drill down on an invoice. The sales and GIS accounts must be Monthly Open item on the Expense code tab of the Nominal Ledger account for this to be successful.
For errors, the following details are summarised:
- Description
- Part number
- Stock total
- After sales total
- Variance
The text box at the bottom of the form shows a standard message about the audit if the selected transaction type is M. For transaction types D and E, the box is populated with a message that describes why the error may have occurred when you select an item from the table on the right-hand side of the form.
PUSH BUTTONS:
Print: This button is only visible if the selected transaction type is M (End of Month figures). It prints the monthly figures to the currently selected printer.
The Purchases/Sales for Period form is displayed when you select a Purchases or Sales line from the Stock Audit form. From this form you can view or print a day basis of NL to aftersales for the given period for purchases, or view and print sales transactions and drill down on an invoice.
Note: This form is currently under development and due consideration of this should be given to this fact when viewing the information on this form.
Account: The NL account code (e.g. a combination of the cost centre and expense code.)
Description: A description of the NL account.
Tip: To retrieve a document for a sales transaction, double-click the line.
Src: The module to which the posting was made:
- PA: Parts Audit
- PL: Purchase Ledger
- SO: Point-of-Sale
Invoice number: For purchases, this field holds the supplier's invoice number or a combination of the GRN number / part number. For sales, you may see the system-generated invoice number, or a flag to say that the posting has been consolidated (Cons'dat) or that there are Goods-in-Suspense generated by End-of-Day (EOD GIS).
Post date:The posting date of the transaction to the Nominal Ledger.
NL total: The total amount posted to the Nominal Ledger.
A/S total: The total amount posted to the Aftersales logfiles.
Variances only: Tick this box to limit the display to transactions that have a difference between the value in the Nominal Ledger and Aftersales.
Legend: The colour of any items shown on the grid may be compared to the matching legend colour to determine the type of transaction(s) displayed.
Incorrect origin: There is an unexpected posting in the Nominal Ledger. For example, a transaction for a Sales Ledger account is posted to the Purchase Ledger. Transactions of this type are highlighted in red.
No NL trans: There is no posting in the Nominal Ledger, only a posting in the Aftersales system. Transactions of this type are highlighted in blue.
Audit variance: There is a difference between the NL total and the Aftersales total. These values are highlighted in green.
Normal transaction: There is a matching value for the transaction in the Nominal Ledger and Aftersales.
PUSH BUTTONS:
Print: Prints a list of the purchase or sales transactions to the currently selected printer.
