Introduction: Audit (02-03)

Overview

This selection produces a listing (audit) of all transaction information for a specified range of dates and is the second step of the Transaction Update Process. You can print the audit for a specific branch or for all branches. Additionally, this selection calculates and posts (to a work file) all G/L totals for the selected transactions.

Special Notes

  • If Gross Margin (GM) ranges are set up in the Department G.M./Taxable selection (02-18-02), transactions that fall outside of these ranges are flagged (as *> or <*) in the ‘FLG’ column on the audit. This helps you correct any problems with the Profit Margin (cost vs. selling price).
  • If Product Types are set up in the Prod Type to Flag on Audit selection (02-18-05), items that have “unusual” quantities (i.e. one speaker is sold when normally a pair is sold) are flagged on the audit as Uneven Number or Check Quantity. The system uses the Unit of Measure field in Inventory Inq/Maint (03-01) to determine if the quantity is “unusual.”
  • In the selection of Branch/Days to be printed on an Audit, there can be up to 10 days for all Branches in the Region, 10 individual Branch/Days or any combination of all Branches or individual Branches.
  • The audit can be printed as often as needed for any branch/day in the working month, even after the branch/day is updated.
  • On a Point of Sale terminal, you can only print the audit for the branch assigned to the terminal (in System File Management (30-01)).
  • The audit can be printed for transactions dated up to one month ahead of the current working month. However, the transactions cannot be updated until the next month.
  • Prior month audits can be reprinted at any time for informational purposes only.
  • The audit can be printed for updated branch/days, but the Amounts to G/L totals and the status codes are unaffected.
  • When an audit is started, an ‘In Progress’ (I) status will be written for each branch/day included on the audit selection. POS Entry is not allowed if an audit is running for the entered branch/day.
  • If an audit is printed and then another transaction is entered or deleted for that branch/day, the audit must be reprinted.
  • If the processing status for a branch/day is ‘G’ and the audit is reprinted, the status becomes ‘A.’
  • If the processing status of a branch/day is ‘O,’ you must make corrections to the transactions, and then print a new audit.
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