RE: Sales orders posted into the wrong period

Yes,
The flow on effect can be very dramatic.  Sometimes it may be better living
with the problem for a month than spend 2-3 months cleaning up after it.  I
would recommend having a reconciling figure when trying to reconcile
Inventory to GL and wait out the month.  Adding appropriate documentation so
that the auditors don't complain too much.

Please remember the AR Statements will also show the original Debit and
correcting Credit then the Debit again!  You Customers will certainly become
aware that something amiss had occurred.  You may need to consider a short
note to go with the statements saying that there was a System Glitch.

If we were to use words from the message file for the note on the statement,
would it say, "A Problem Has Occurred - contact JBA/GEAC/someone who cares".

Did we mention sales analysis, or the Debtor Average Days to pay etc??

I always demanded a chocolate cake as a reward for correcting problems was
caused by a User.  It helped morale, especially for those people spending
valuable time cleaning up afterwards.

Regards

Michael Berman

(m) 0419 324 558

-----Original Message-----
From: system21-bounces@xxxxxxxxxxxx [mailto:system21-bounces@xxxxxxxxxxxx]On
Behalf Of Jeff Klipa
Sent: Thursday, 12 February 2004 1:35 AM
To: system21@xxxxxxxxxxxx
Subject: RE: [SYSTEM21] Sales orders posted into the wrong period

Oh the tangled web we weave...

Let this be a warning to all of us out there...  This could happen to anyone
of us at any time.
If you've ever had this particular mess to clean up then you will appreciate
where Gary is coming from right now...  Mike hit the nail squarely on the
head...

Since the period number for all SOP -> A/R invoice postings are based on the
current Inventory calendar period, that means that all of Gary's Inventory
movements and G/L valuations after week one of 10402 are posted to
10403...!!!

Doh...!!!

So INP95, INP96 and PCP01 and the explosion of files that the OSLMJ
background job proliferates into (to name only a few) are 'infected' with
the wrong period...  Talk about a domino effect...!  Assuming your using AFI
the G/L will be carrying these valuations in the wrong period as well...  So
once you fix the A/R side as you have suggested your G/L will be thrown off
again...  The accountants will not be able to balance the A/R with the
Inventory...

Ouch, what an ugly mess...!!!

I suffered a similar event in 1997 when unbeknownst to me a user had
actually closed the Inventory period twice...!!!  It took a while to realize
the error but by then the damage was widespread throughout the database...
I attempted to clean everything up but I was left with the nagging feeling
that I never did find all of the files to fix...

Needless to say I don't let the users populate the calendars or close the
Inventory Period any more...  And, even though we have successfully
automated the Inventory monthend close I still always log in and check the
Inventory and Sales Analysis calendars to make sure the current period is
set correctly before any users are allowed to post anything...

An ounce of prevention IS better than a pound of cure for sure in this
case...

It's a good thing we have users to blame these kinds of things on...  ;8<)
Have you audited your security for the Calendar Maintenance options
lately...?

Good luck Gary...

----Original Message Follows----
From: MLemon@xxxxxxxxxxx
Reply-To: System 21 Users <system21@xxxxxxxxxxxx>
To: system21@xxxxxxxxxxxx
Subject: RE: [SYSTEM21]   Sales orders posted into the wrong period
Date: Wed, 11 Feb 2004 08:25:20 -0500

Did all of your inventory movements post to the correct period?  Each
invoice/credit is almost guaranteed to be accompanied by some inventory
movements in GL?  If you are correcting this via JE, then you may want to
SQL the period in INP95/INP96.  I'm certain that there are inventory reports
that look at the period in these files.

-----Original Message-----
From: Gary Shipp [mailto:gary.shipp@xxxxxxxxx]
Sent: Wednesday, February 11, 2004 5:49 AM
To: SYSTEM21@xxxxxxxxxxxx
Subject: [SYSTEM21] Sales orders posted into the wrong period

A user at our company made an error when creating our calendar file for
2004, entering dates so that period 2 was only effectively only 1 week long
and period 3 7 weeks.  Several sales invoice posting sessions were performed
before anyone noticed the error.

As a result, we now have a few thousand invoices in period 4/3 instead of
4/2.  The calendar has now been corrected, however, the accountants want the
items moved into the right period.

What I was intending to do is as follows;

  1) Use the SL Interface to firstly credit each invoice currently in period
3, than create new invoices in period 2.  We realise that new invoice
numbers will be created and are happy to put up with this.
  2) SQL OEP65 and OEP70 to correct the period number from 10403 to 10402.

Are there any other issues that I need to consider addressing?  Is simply
SQL'ing OEP65 and OEP70 an acceptable solution to resolving the incorrect
periods on the SOP side of things?

Thanks for any help.
--
________________________
Gary Shipp
(iSeries Development Project Manager)
System Three Technology Ltd
Tel:     01553 636792
Fax:     01553 636414
Mob:     07974 328454
URL:    <www.s3t.co.uk> << <http://www.s3t.co.uk/> http://www.s3t.co.uk>>

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