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Daily Checks

Caroline Buckland Updated by Caroline Buckland

The following is a guide on the daily/weekly/monthly checks that we advise each customer to complete.

Access Advanced Financials and locate the following menu:

Daily Checks

Systems Admin>Daily Checks.

Each of the following options should be checked daily.

System Dashboard

This will display all companies and list the count of any error batches for General Ledger, Accounts Payable, Accounts Receivable/Sales Invoicing, Purchasing Management, and Inventory Management.

Click on the Review button to investigate each error batch. The batches in error will either need to be completed or cancelled.

If the cancel option is not available, then use the Purge or Disable action. The batches will then be deleted overnight.  

 

Task Queue Controller

This screen is used to monitor processes that are currently running in the system, any failed tasks raise a support case with Advanced.

Do not cancel any tasks.

AP and AR to GL Reports

This option is available from the Daily Checks menu and allows you check the Accounts Payable creditors control account(s) and Accounts Receivable debtors control accounts are in balance with the General Ledger.

The process to produce this report will run overnight and be available to view from the menu option.

Menu access:

Systems Admin>Daily Checks>AP & AR to GL Reports

Click on the Paperclip icon to view the report, or alternatively click the View Document button.

The control accounts for AP or AR are listed first on the report, if multiple control accounts exist, they will be listed here, these are the values that have posted into the General Ledger.

GL total - is the total of all control accounts listed above, that have posted into the General Ledger.

AP Creditor total is the balance on the AP side, if there is a difference between GL total and AP Creditor Total then please check the System Dashboard for any batches in error.

An example of this is shown below when the postings are out of balance.

AR Examples

Example of out of balance.

AR/GL Trial Balance Summary

This screen shows a trial balance summary between Accounts Receivable and General Ledger. On entry the screen will default to the current GL year and period and will show accounts for all ledgers.

  • Period Year - Specify the year or period for which to display balances.
  • Ledger - You can choose to view all balances for all ledgers or to show details for a specific ledger.
  • Omit Zero Balances -Tick to omit or to include zero balance rows from the display.
  • GL Summary -Tick to display a summary of the AR Debtors Accounts and their corresponding period balances for the parameter year. The associated GL Balance totals will also be displayed alongside their AR counterpart values together with a difference value reported. Overall totals across all debtors will be shown.
  • Show Prior/Next Years - Tick to display prior and next year totals for each AR debtors account found. If using the GL summary parameter, then the prior and next year totals for GL will also be shown.

Any differences need to be investigated; the DRILL DOWN button can be used to list the transactions that make up that balance.

Using the Drill Down action against AR line will display the AR details, this will allow you to drill to the transactions that make up the balance,

Using the Drill Down action against the GL Total will display the transactions in General Ledger.

 

Audit Reports

This is a quick link to the audit reports that have ran overnight. See the reconciliation section for each module to understand more.

In Error Emails

Use this screen to View any documents that are sent out to Suppliers or Customer via email, for example; Purchase Order, BACS Remittance, Sales Invoice etc).  Any item in this list indicates the transaction has failed to send.

Use the Resend button, if the item remains in the list, then raise a support case.

If this list has a large volume of transactions, raise a support case in the first instance.

Authoriser Workbench Summary

This screen will allow you to enter a User id of an Authoriser and view outstanding transactions that are awaiting authorisation.

E-Supplier Documents Pending

This screen will list any pending transactions from the supplier portal to Advanced Financials, please raise a support case if any documents are listed in this screen.

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