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18. Reviewing Company Data
1) Posted Journal Edit
2) Viewing Ledger Postings
3) Available Products
4) Customer Open Items
5) Supplier Open Items
6) Trial Balance
7) Sales Orders
8) Open Sales Orders
9) Fixed Assets
10) Time Logs
11) Purchase Orders
12) Open Purchase Orders
13) Supplier Invoices
14) Production Orders
15) Product Finder
16) Customer Finder
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18.1 Posted Journal Edit
Select the menu option Ledger|Posted Journal Edit to open the Posted Journal Edit List window.
All journals posted within the financial year are listed. Select a journal and press F3 to open the detail window.
The journal can be edited; the only restriction being that the line item must not be marked as 'Cleared'.
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18.2 Viewing Ledger Postings
Select the menu option Ledger|Reporting, then select one of the alternate menu options:
- By Journal - to view a single journal, whose number is requested
- All Journals - views all journals in the financial year
- Account - view postings summarised by Account with F3 drill down to journals
- Analysis 1 - view postings summarised by Analysis 1 with F3 drill down to journals
- Analysis 2 - view postings summarised by Analysis 2 with F3 drill down to journals
- Analysis 3 - view postings summarised by Analysis 3 with F3 drill down to journals
- Account Type - view postings summarised by Account Type with F3 drill down to journals
- Account X Analysis - view a 'cross table' of Account by Analysis code with F3 drill down to journals
To change the columns displayed within the 'Ledger Postings' window, press F9 to open the Select Columns dialog. Use this feature to display just the column data that interests you.
When reviewing data within the 'Ledger Postings' window, additional filters can be applied via the Creating Filters dialog. For example, within a specific account, create an additional filter to view only postings to a certain Analysis code.
A 3 level sort order can be set under the 'Select Columns' dialog.
To view the Monthly Movements of an Account/Analysis 1/2/3, press F4.
Please note that on Analysis 1/2/3 Monthly Movements the figures are across all Accounts, whereas the Analysis 1/2/3 Postings view splits each analysis code over Account codes in the postings (see below).
From the Ledger Postings window, direct access to Purchase Orders is available by placing the cursor in the 'Doc Ref' column prior to pressing F3 on a line whose Journal Type is 'POGR '. The columns displayed within the 'Purchase Orders' window can be changed by pressing F9 to open the Select Columns dialog.
From the Ledger Postings window, direct access to Sales Orders is available by placing the cursor in the 'Doc Ref' column prior to pressing F3 on a line whose Journal Type is either 'CSCN ' or 'CSINV'. The columns displayed within the 'Sales Orders' window can be changed by pressing F9 to open the Select Columns dialog.
From the Ledger Postings window press F3 on a line to view the complete journal. The columns displayed within the 'Posted Journal' window can be changed by pressing F9 to open the Select Columns dialog.
Select the menu option Ledger|Reporting|Account X Analysis, then set the 'Report current Year up to' date. Select the type of row/column report to be drawn from the options listed. Set a filter range on Account/Analysis 1/2/3 before clicking OK.
The data grid presented gives a row/column cross tab of the selected attributes.
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18.3 Available Products
Select the menu option Sources|Products|Available Products to review the current stock situation for all products.
As always, select a line and press F3 to drill down to the underlying transactions.
Select either 'Uninvoiced Delivered Qty' or 'Net Qty' to open the 'Open Sales Orders' view to see which Sales Orders have delivered quantity, yet to be invoiced.
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18.4 Customer Open Items
Select the menu option Ledger|Sales Ledger|Open Items to review the current balances per customer.
Use F3 to drill down to the ledger postings per customer.
Note: that as prior year amounts may still be outstanding, the Ledger Posting window title may change to reflect the fact that the current record was posted in an earlier year.
Note: that this information relates to 'Ledger Postings' and does not take into account unposted Sales Orders.
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18.5 Supplier Open Items
Select the menu option Ledger|Purchase Ledger|Open Items to review the current balances per supplier.
Use F3 to drill down to the ledger postings per supplier.
Note: that as prior year amounts may still be outstanding, the Ledger Posting window title may change to reflect the fact that the current record was posted in an earlier year.
Note: that this information relates to 'Ledger Postings' and does not take into account unposted supplier invoices.
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18.6 Trial Balance
Select the menu option Ledger|Trial Balances|Detail TB to review the current balances per account.
Use F3 to drill down to the ledger postings per account.
An alternative Trial Balance format is available via menu option Ledger|Trial Balances|Period TB.
You are first asked to enter the starting and closing periods that you wish to review.
The values you enter are used to determine the column values. You can enter a single period as 'From 12 To 12' or a range of periods 'From 10 To 12'.
Use F3 to drill down to the ledger postings per account.
An alternative Trial Balance format is available via menu option Ledger|Trial Balances|Combi. TB.
This TB summates Customers/Suppliers/Products into a single line for each type; thereby giving a conventional TB structure with the summated lines representing 'Control A/cs'.
Note: that this information relates to 'Ledger Postings' and does not take into account unposted supplier invoices or Sales Orders.
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18.7 Sales Orders
Select the menu option Sources|Sales Orders|View to review all Customer Sales Orders.
Use F3 to drill down to Ledger Postings or Customer Orders.
The filter applied and window activated depends upon the active column and whether the document has been posted to the Ledger.
When not posted, or not one of the following columns, the Sales Order window is opened, filtered on the selected document. For the following columns the Ledger Postings window is opened with the appropriate filter:
- Customer – all journals to the selected customer
- Sales Account – all journals for the selected Account
- Sales Analysis 1/2/3 – all journals for the selected Analysis 1/2/3
- Cost of Goods Sold Account – all journals for the selected Account
- Cost of Goods Analysis 1/2/3 - all journals with the same Analysis 1/2/3
- Stock Account - all journals with the same account
- Stock Analysis 1/2/3 - all journals with the same Analysis 1/2/3
- Journal Number – all journal lines for the selected Journal Number
- Posted Year – all journal lines for the selected Journal Number
To change the columns displayed within the 'View Sales Documents' window, press F9 to open the Select Columns dialog. Use this feature to display only column data that interests you.
A 3 level sort order can be set under the 'Select Columns' dialog.
When reviewing data within the 'Sales Documents' window, additional filters can be applied via the Creating Filters dialog. For example, create a filter to view only documents for a specific customer, or product sold.
Management can undertake Profitability Analysis with the Sales Documents data and with Exporting of Data to Pivot Tables a very flexible system is provided to determine the companies most profitable products and customers.
Do you know which 20% of your products generate 80% of your profits?
Or, which 20% of your customers generate 80% of your profits?
With analysis of Sales Orders this can be easily achieved.
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18.8 Open Sales Orders
Select the menu option Sources|Sales Orders|View Open SOs to review Quotes and Delv Note Customer Orders that have not been fully delivered.
Use F3 to open the Sales Document for editing and change.
Old Quotes should have a 'Status' setting of 'Dead' to eliminate them from this view.
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18.9 Fixed Assets
Select the menu option Sources|Fixed Assets|View to review all Fixed Assets.
Use F3 to drill down to the ledger postings. The ledger records displayed is determined by the selected column and row contents:
- Account column - all journals for the same account
- Analysis 1/2/3 column - all journals for the same Analysis 1/2/3
- otherwise - all journals for the Asset Account
To change the columns displayed within the 'Fixed Assets' window, press F9 to open the Select Columns dialog. Use this feature to display only column data that interests you.
When reviewing data within the 'Fixed Assets' window, additional filters can be applied via the Creating Filters dialog. For example, create a filter to view only assets for a specific Asset Account.
A 3 level sort order can be set under the 'Select Columns' dialog.
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18.10 Time Logs
Select the menu option Sources|Time Logs|View to review all Time Logs.
Use F3 to drill down to either a customer document, a ledger postings or to the Time Logs. The window and records displayed is determined by the selected column and row contents:
- Invoice Date or Number - the Customer Document
- Journal Number or Posted Year - the journal as posted to the ledger
- Employee - all Time Log records for the employee
- Activity Date - all Time Log records for that date
- Job or Customer - all Time Log records for the Job
- otherwise - all Time Log records for the employee
To change the columns displayed within the 'Time Logs' window, press F9 to open the Select Columns dialog. Use this feature to display only column data that interests you.
When reviewing data within the 'Time Logs' window, additional filters can be applied via the Creating Filters dialog. For example, create a filter to view only logs for a specific Employee or Job.
To change the sort order, set a 3 level sort order under the 'Select Columns' dialog.
Management can undertake Time Log analysis on the data with Exporting of Data to Pivot Tables a very flexible system is provided to determine employee and job activity; thereby providing the data needed to recognise profitable and non-profitable contracts.
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18.11 Purchase Orders
Select the menu option Sources|Purchase Orders|View to review all Purchase Orders.
Use F3 to drill down to the ledger postings or purchase order window.
The filter applied and window activated depends upon the 'active' column.
The Ledger Postings window is opened for the following columns:
- Supplier - all journals for the selected suppliers account
- Product/Account - all journals for the same account
- P.O. Number - all journals with the same Document Number
- Analysis 1/2/3 - all journals for the Analysis 1/2/3
Otherwise, the Purchase Order window is opened filtered on the selected order.
To change the columns displayed within the 'Purchase Orders' window, press F9 to open the Select Columns dialog. Use this feature to display only column data that interests you.
A 3 level sort order can be set under the 'Select Columns' dialog.
When reviewing data within the 'Purchase Orders' window, additional filters can be applied via the Creating Filters dialog. For example, create a filter to view only a specific supplier or product.
Management can undertake expense and cost analysis on Purchase Order data and with Exporting of Data to Pivot Tables a very flexible system is provided to determine the companies largest suppliers, and individual product costs; thereby providing the data needed to negoitate extra discounts and price reductions.
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18.12 Open Purchase Orders
Select the menu option Sources|Purchase Orders|View Open POs to review Open Purchase Orders - P.O.'s on which all the quantity has not been received and or invoiced.
Use F3 to drill down to the ledger postings or goods receipting window.
The ledger records displayed is determined by the selected column and row contents:
- Product/Account - all journals of type POGR or SPINV are selected for the product/account
- Currency - all journals with the same currency
Otherwise, the Goods Receipting window is opened for the selected Purchase Order.
When reviewing data within the 'Purchase Orders' window, additional filters can be applied via the Creating Filters dialog. For example, create a filter to view only a specific supplier or product.
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18.13 Supplier Invoices
Select the menu option Sources|Supplier Invoices|View to review all Supplier Invoices.
Use F3 to drill down to 3 possible windows.
The filter applied and window activated depends upon the active column and row contents.
- when the currently selected column is 'Purchase Order No' or 'PO Line No' and the P.O. number is not zero, the Purchase Order Review window is opened. If it is zero the Supplier Invoices window is opened.
- when the currently selected row has not been posted to the ledger the Supplier Invoices window is opened.
- when the currently selected row has been posted to the ledger and the selected column is one of the following, the Ledger Postings window is opened.
- Account – all journals to the selected account;
- Purchase Order No – all journals for the selected document number;
- Analysis 1/2/3 – all journals for the selected Analysis 1/2/3;
- VAT Account – all journals to the selected VAT account;
- Journal Number - all records with the same journal number;
- Document reference – all journals for the selected document number.
- when the currently selected row has been posted to the ledger and the selected column is NOT one of the above, the Supplier Invoices window is opened.
To change the columns displayed within the 'Supplier Invoices' window, press F9 to open the Select Columns dialog. Use this feature to display only column data that interests you.
A 3 level sort order can be set under the 'Select Columns' dialog.
When reviewing data within the 'Supplier Invoices' window, additional filters can be applied via the Creating Filters dialog. For example, create a filter to view only a specific supplier or product.
Management can analyse expenses and products on Supplier Invoices and with Exporting of Data to Pivot Tables a very flexible system is provided to determine the companies largest suppliers overall, or of individual products; thereby providing the data needed to negoitate extra discounts and price reductions.
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18.14 Production Orders
Select the menu option Sources|Production Orders|View to review all Production Orders.
Use F3 to drill down to 2 possible windows.
The filter applied and window activated depends upon the active column and row contents.
- when the currently selected row has been posted to the ledger and the selected column is either Journal No or Year, the Ledger Postings window is opened filtered on the journal.
- otherwise the Production Orders List window is opened filtered on the selected order.
To change the columns displayed within the 'Production Orders' window, press F9 to open the Select Columns dialog. Use this feature to display only column data that interests you.
A 3 level sort order can be set under the 'Select Columns' dialog.
When reviewing data within the 'Production Orders' window, additional filters can be applied via the Creating Filters dialog. For example, create a filter to view only a specific product or Work Centre.
Management can analyse production data and with Exporting of Data to Pivot Tables a very flexible system is provided to determine the companies overall manufacturing productivity, or the productivity of individual products; thereby providing the data needed to improve efficiency and gain cost reductions.
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18.15 Product Finder
Select the menu option Sources|Products|Product Finder to locate a product for use in a Sales or Purchase Order.
Complete a filter criteria in the top section of the screen. All products meeting the criteria will be listed along with the current stock level.
Having found the required product, double click its Location code, or select the product and click 'Set Product' to update a memory variable that can be placed in Sales Orders or Purchase Orders by double clicking the Product/Account column on the respective windows.
Alternatively, select the Product code in the Product Finder window and 'Drag & Drop' onto the detail area of a Sales Order or Purchase Order.
Having filtered the products, the product data can be printed or previewed in report format.
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18.16 Customer Finder
Select the menu option Sources|Sales Orders|Customer Finder to locate a customer for use in a Sales Order.
Complete a filter criteria in the top section of the screen. All customers meeting the criteria will be listed along with their address data.
Having found the required customer, double click it, or select the customer and click 'Set Customer' to update a memory variable that can be placed in Sales Orders by double clicking the Customer attribute in the respective windows.
Alternatively, select the Customer code in the Customer Finder window and 'Drag & Drop' onto the Customer attribute of a Sales Order.
Having filtered the customers, the customer data can be printed or previewed in report format.
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