1 of 39 DA1245 Enhanced Transaction Tracking Last updated: March-2009 DA1245 Enhanced Transaction Tracking

1 of 39

DA1245 Enhanced Transaction Tracking

Last updated: March-2009

DA1245Enhanced Transaction Tracking

DA1245Enhanced Transaction Tracking


Last updated: March-2009 2 of 39

Overview

Overview of Enhanced Transaction Tracking

With your system set up to use Enhanced Transaction Tracking and European Tax, functionality is provided for key financial reports to have effective date ranges and posted date ranges for selection as well as period/year ranges

Where this is not already the case:

Report selections are printed on page 1 of the report

The username of the user running the report is printed on the header

‘End of Report’ is printed on the last page

Although the actual date is always stored with each General Ledger transaction, this has been made more visible on screens and reports – the date terminology used has also been reviewed to eliminate inconsistencies

A number of controls, seen as valuable additions to the software wherever it is being implemented, but particularly on larger sites where control issues arise, are also included – examples include control over changes to Calendar dates and VAT rates and report headings for VAT which now show Input VAT or Output VAT dependent on ledger

Overview of Enhanced Transaction Tracking

With your system set up to use Enhanced Transaction Tracking and European Tax, functionality is provided for key financial reports to have effective date ranges and posted date ranges for selection as well as period/year ranges

Where this is not already the case:

Report selections are printed on page 1 of the report

The username of the user running the report is printed on the header

‘End of Report’ is printed on the last page

Although the actual date is always stored with each General Ledger transaction, this has been made more visible on screens and reports – the date terminology used has also been reviewed to eliminate inconsistencies

A number of controls, seen as valuable additions to the software wherever it is being implemented, but particularly on larger sites where control issues arise, are also included – examples include control over changes to Calendar dates and VAT rates and report headings for VAT which now show Input VAT or Output VAT dependent on ledger



General Configuration



Calendar Maintenance

This option has been modified to prevent existing calendar periods from being amended if General Ledger postings exist for that period

This option has been modified to prevent existing calendar periods from being amended if General Ledger postings exist for that period

In this example, postings have already been made to the General Ledger for Period 01 of the Year 2004 – the Start date cannot, therefore, be changed

In this example, postings have already been made to the General Ledger for Period 01 of the Year 2004 – the Start date cannot, therefore, be changed

These features are only enforced if this project (DA1245) and project DA0370-European Tax are licensed, and system key CEGENCONT is set to YES




VAT Codes

This option has been modified to prevent existing VAT codes from being amended if records exist on the VAT Register for the selected VAT code

This option has been modified to prevent existing VAT codes from being amended if records exist on the VAT Register for the selected VAT code

This message is displayed if there are postings to the VAT Register and the system key CEVATUPD is set to NO – you cannot amend the VAT Rate or VAT control account, or delete the VAT code, you can, however, amend other fields within the VAT code record

This message is displayed if there are postings to the VAT Register and the system key CEVATUPD is set to NO – you cannot amend the VAT Rate or VAT control account, or delete the VAT code, you can, however, amend other fields within the VAT code record



VAT Codes

For new VAT codes or VAT codes where no records exist on the VAT Register, if your system is also set up to use European Tax (DA0370) this new field allows for tolerance checking on Accounts Receivable and Accounts Payable invoice VAT calculations – if the VAT amount differs from that calculated for this VAT code on the Accounts Receivable/Accounts Payable invoice lines and the tolerance percent is exceeded, a warning is displayed

For new VAT codes or VAT codes where no records exist on the VAT Register, if your system is also set up to use European Tax (DA0370) this new field allows for tolerance checking on Accounts Receivable and Accounts Payable invoice VAT calculations – if the VAT amount differs from that calculated for this VAT code on the Accounts Receivable/Accounts Payable invoice lines and the tolerance percent is exceeded, a warning is displayed

Note that you cannot delete a VAT code if postings exist on the VAT Register, regardless of the setting of the system key CEVATUPD

Note that you cannot delete a VAT code if postings exist on the VAT Register, regardless of the setting of the system key CEVATUPD





General Ledger



Trial Balance – Summary and Detail

These options have been modified to produce additional period totals and to include additional ranges for selection

These options have been modified to produce additional period totals and to include additional ranges for selection

You can tick this checkbox if you require a debit and credit sub-total per account code per period

You can tick this checkbox if you require a debit and credit sub-total per account code per period

When you now select CR-Accept...When you now select CR-Accept...



Trial Balance – Summary and Detail

…you can enter additional selection ranges…you can enter additional selection ranges

The Effective date range represents the date the date the transaction is recognised for accounting purposes

The Effective date range represents the date the date the transaction is recognised for accounting purposes

The Post date range represents the date on which the transaction was posted to the General Ledger

The Post date range represents the date on which the transaction was posted to the General Ledger

This example is for the Detail Trial BalanceThis example is for the Detail Trial Balance



Journal Audit Trail

This option has been modified to allow the audit trail to be run for a specific journal type or to include additional ranges for selection

This option has been modified to allow the audit trail to be run for a specific journal type or to include additional ranges for selection

This new field allows you to run the audit trail specifically for one of the following journal types:

Opening balance journals

Closing Balance Journal

Adjustment Journal

This new field allows you to run the audit trail specifically for one of the following journal types:

Opening balance journals

Closing Balance Journal

Adjustment Journal

However, if you leave this field blank...However, if you leave this field blank...



Journal Audit Trail

In addition to the Post date and Effective date ranges provided for the Detail and Summary Trial Balances, the Journal Audit Trail includes a Period/Year selection range as this is not available for selection on the main form (as it is for the Trial Balances)

In addition to the Post date and Effective date ranges provided for the Detail and Summary Trial Balances, the Journal Audit Trail includes a Period/Year selection range as this is not available for selection on the main form (as it is for the Trial Balances)

Note that this form is only displayed if the Year indicator field on the main form is left blank

Note that this form is only displayed if the Year indicator field on the main form is left blank

…you can enter additional selection ranges…you can enter additional selection ranges



Journal Audit Trail & Trial Balances – Summary and Detail

The following are printed on the report with your system set up to use Enhanced Transaction Tracking:

The report selections

The name of the user running the report – on the report header

The posted date, effective date, user name and, with your system also set up to use General Ledger Document Headers (DA1169), the document number – on each transaction line

’End of Report' – at the end of the report on the last page

You should also note that:

the posted date, effective date, user name and document number are not printed on the transaction lines of the General Ledger Summary Trial Balance

if you define start/end dates for both the Post date range and Effective date range, only transactions that occur within both the defined date ranges are printed



Transactions enquiry

This option has been modified to display the dates associated with individual transactions and the name of the user who posted the transaction

This option has been modified to display the dates associated with individual transactions and the name of the user who posted the transaction

When you use F11-Currency to switch between currencies, the dates associated with the transaction are also switched:

Base currency includes the effective date (EffDate)...

When you use F11-Currency to switch between currencies, the dates associated with the transaction are also switched:

Base currency includes the effective date (EffDate)...




...

Reporting Currency includes the system date when posted (PostDate)...

...

Reporting Currency includes the system date when posted (PostDate)...




...

Transaction Currency includes the transaction date (ItemDate)

...

Transaction Currency includes the transaction date (ItemDate)

In addition, if you place the cursor on a particular line then select F13-Document – with your system also set up to use General Ledger Document Headers (DA1169)...

In addition, if you place the cursor on a particular line then select F13-Document – with your system also set up to use General Ledger Document Headers (DA1169)...




…the name of the user that posted the transaction is displayed

…the name of the user that posted the transaction is displayed

Select ESC-Exit to return to the previous form...

Select ESC-Exit to return to the previous form...

This form also shows the effective date (EffDate) and system date when posted (PostDate) for the selected transaction – you must move the scroll bar to display additional columns, including the PostDate

This form also shows the effective date (EffDate) and system date when posted (PostDate) for the selected transaction – you must move the scroll bar to display additional columns, including the PostDate




…then select F8-Explode...…then select F8-Explode...




…the transactions for the transaction group display both the system date when posted and the name of the user that posted the transaction

…the transactions for the transaction group display both the system date when posted and the name of the user that posted the transaction



Revaluation Control

This option has been modified to only allow the General Ledger to be revalued and updated for the reporting currency amount

This option has been modified to only allow the General Ledger to be revalued and updated for the reporting currency amount

If your system is also set up to use European Tax (DA0370), you can only revalue and update the General Ledger for the reporting currency, i.e. with the field Amount revalued (T/R/B) set to R – if you set this field to T or B you can only only run the Revaluation report, i.e. with the field Update G/L set to N

If your system is also set up to use European Tax (DA0370), you can only revalue and update the General Ledger for the reporting currency, i.e. with the field Amount revalued (T/R/B) set to R – if you set this field to T or B you can only only run the Revaluation report, i.e. with the field Update G/L set to N

These features are only enforced if this project (DA1245) is licensed and system key CEGENCONT is set to YES




General Ledger Period End

An additional control has been placed on the running of the General Ledger Period End which is available whether Enhanced Transaction Tracking is licensed or not

A new system key NLENDCONT has been introduced to control whether the period end can take place:

If set to YES and there are unposted journals on file, period end cannot take place – standard, reversing and recurring journals are excluded

If set to NO, period end can take place with unposted journals on file



Accounts Receivable /Accounts Payable



InvoicesThese options have been modified to display the batch control total in base currency and to check the tolerance percentage defined on the VAT Code record

These options have been modified to display the batch control total in base currency and to check the tolerance percentage defined on the VAT Code record

This example is for an Accounts Receivable Invoice batchThis example is for an Accounts Receivable Invoice batch

This new control amount displays the batch control total in base currency – as for the Batch amount, it is calculated by the system – the decimal places are defined by the system key LOCALDEC

This new control amount displays the batch control total in base currency – as for the Batch amount, it is calculated by the system – the decimal places are defined by the system key LOCALDEC



Invoices

When the VAT is calculated/entered and there is a tolerance % defined for the VAT code used, only invoices where the VAT amount passes the tolerance check are accepted

If the tolerance % is exceeded, an error message is displayed

If no tolerance value exists for a VAT code the VAT amount is accepted regardless of the amount

Notes: If the invoice contains VAT lines only, the F12 VAT calculation is not forced and no tolerance checking is performed


For Accounts Receivable invoices (only), the system checks that the effective date is the same as the invoice date – an error message is displayed if they are different



Audit Trails – Invoice / Cash / Journal / Refund (A/R only)

The Invoice, Cash, Journal and Refund Audit Trails have been modified to include additional ranges for selection

The Invoice, Cash, Journal and Refund Audit Trails have been modified to include additional ranges for selection

…the Effective date range represents the date the date the transaction is recognised for accounting purposes

…the Effective date range represents the date the date the transaction is recognised for accounting purposes

As for the General Ledger Trial Balances and Journal Audit Trail, the Post date range represents the date on which the transaction was posted to the General Ledger and...

As for the General Ledger Trial Balances and Journal Audit Trail, the Post date range represents the date on which the transaction was posted to the General Ledger and...

The Period/Year selection range is not available for selection from this form as it is still available on the main form

The Period/Year selection range is not available for selection from this form as it is still available on the main form



Letter Audit Trail

This audit trail has been modified to include additional ranges for selection on the main form

This audit trail has been modified to include additional ranges for selection on the main form

An Effective date range has also been added – this represents the date the transaction is recognised for accounting purposes

An Effective date range has also been added – this represents the date the transaction is recognised for accounting purposes

A Period/Year selection range has been added

A Period/Year selection range has been added

Note that this form is from the Accounts Receivable Letter Audit Trail

Note that this form is from the Accounts Receivable Letter Audit Trail

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Last updated: March-2009

Open Item Listing / Aged Balances Report

The Accounts Receivable and Accounts Payable Listing, and Aged Debtor and Creditor Analysis reports have also been modified to include additional ranges for selection

The Accounts Receivable and Accounts Payable Listing, and Aged Debtor and Creditor Analysis reports have also been modified to include additional ranges for selection

In addition to the Post date and Effective date ranges provided for the audit trails, these reports include a Period/Year selection range as this is not available for selection on the main form (as it is for the audit trails)

In addition to the Post date and Effective date ranges provided for the audit trails, these reports include a Period/Year selection range as this is not available for selection on the main form (as it is for the audit trails)



Audit Trails, Open Item Listing & Aged Balances Report

As for the General Ledger Trial Balances and Journal Audit Trail, the following are printed on the report with your system set up to use Enhanced Transaction Tracking:



The effective date, user name and, with your system also set up to use General Ledger Document Headers (DA1169), the document number – on each transaction line

The posted date – on each transaction line, excluding the Letter Audit Trail


You should also note that if you define start/end dates for both the Post date range and Effective date range, only transactions that occur within both the defined date ranges are printed



Customers & Suppliers

Additional controls have been placed on the setting up of Accounts Receivable Customers and Accounts Payable Suppliers:

The customer’s / supplier’s Name must be entered

The customer’s / supplier’s Account type must either contain a value from the Control account table, i.e. for ‘R’ type accounts (customers) or ‘P’ type accounts (suppliers), as appropriate, or be left blank

Accounts Receivable Customers – if you use Sales Order Entry, a Cost of Sales code must be defined in the field Sales GL cat.

Note: These features are only enforced if this project (DA1245) is licensed and system key CEGENCONT is set to YES



Accounts Receivable / Accounts Payable Period End

An additional control has been placed on the running of the Accounts Receivable and Accounts Payable Period End which is available whether Enhanced Transaction Tracking is licensed or not

Two new system keys – SLENDCONT for Accounts Receivable and PLENDCONT for Accounts Payable – have been introduced to control whether the period end can take place:

If set to YES and there are unposted batches on file, period end cannot take place. This includes invoices, cash, journals and A/R Refunds. Accounts Payable Registered invoices are excluded.

If set to NO, period end can take place with unposted batches on file.



Cash Management



Audit Trail

This option has been modified to include additional ranges for selection


A Period/Year range and...A Period/Year range and...

…an Item date range, i.e. the date the transaction was entered onto the system, have been made available for selection

…an Item date range, i.e. the date the transaction was entered onto the system, have been made available for selection



Audit Trails




The item date and user name – on each transaction line




Purchase OrderProcessing



Receipts Audit Trail



A Post date range, I.e. the date on which the transaction was posted to the General Ledger and...

A Post date range, I.e. the date on which the transaction was posted to the General Ledger and...

…a Receipt date range, i.e. the date the transaction is recognised for accounting purposes, have been made available for selection

…a Receipt date range, i.e. the date the transaction is recognised for accounting purposes, have been made available for selection



Receipts Audit Trail




The posted date, receipt date and user name – on each transaction line


You should also note that:

the document number is not printed on the transaction lines of the Receipts Audit Trail

if you define start/end dates for both the Post date range and Receipt date range, only transactions that occur within both the defined date ranges are printed



Inventory Control



Transaction Audit Trails

This option has been modified to include an additional range for selection

This option has been modified to include an additional range for selection

A Transaction date range, i.e. the date the transaction is recognised for accounting purposes, has been made available for selection

A Transaction date range, i.e. the date the transaction is recognised for accounting purposes, has been made available for selection



G/L Distribution Analysis/Post

This option has also been modified to include an additional range for selection

This option has also been modified to include an additional range for selection

A Movement date range, i.e. the date the transaction is recognised for accounting purposes, has been made available for selection

A Movement date range, i.e. the date the transaction is recognised for accounting purposes, has been made available for selection



Audit Trail & Distribution Analysis




The movement date on the G/L Distribution Analysis, and the transaction date on the Transaction Audit Trails – on each transaction line


Documents

1 of 39 DA1245 Enhanced Transaction Tracking Last updated: March-2009 DA1245 Enhanced Transaction Tracking