Introduction to the Nominal Ledger and Associa - Flipbook - Page 124
Stock Audit Report
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If the user was performing an updating function, e.g. Requisition or Invoice, it is
important to check that the system has updated correctly.
•
If it involved the de-carding of stock from your stock file – check that the stock
levels are correct.
•
If it involved an invoice or credit note, check that the monies concerned have
transferred to the accounts system correctly and updated Sales Ledger and
Nominal Ledger.
•
If it was a workshop job using a vehicle held in marketing, make sure any dates in
marketing have updated, e.g. 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 the status of the WIP is correct. E.g. 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 as the AK index file may go missing on the EOD if someone has tried to
extend it and the system has run out of space.
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 WIP*****, (*****
one of the wip's 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 horrendous variances, no further action is needed.
The user might have also been in a wip and they did not exit the wip correctly i.e. the
printer jammed and killed the terminal or a panic was generated.
To check if this is the case you can run an Ad-hoc down the **.SO.loghd file
searching on the wipno looking for a status R = Reversed or X = Failed on the wipno.
DOCTYPE POSTDATE OPERATOR TERMINAL TIME STATUS
IF WIPNO = *****
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 will need to check the SL for the invoice.
Check the parts have decarded, and check the service history of the vehicle to see
what has updated, if any.
If the document is on the SL and the parts have been decarded, then close the wip
and, if necessary, manually input the service history in the marketing module. If the
parts have not been decarded it maybe necessary to do so before you can run the
CLWIP programme.
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