Nice Features for Auditing Information in GP

Hi all

I read the recent article posted by Vaidy titled Sales Quote Line Item Cancellation, where he explains the use of the Qty Canceled field and how it helps the companies to track the actual quote and details of the canceled item, rather than deleting the line item completely.

As a follow-up article for that, I have decided to post some of the features which we can turn on in GP, which will allow the users to prevent deletion of information from GP for tracking, audit and analysis purposes.

General Ledger

In the General Ledger Setup window, there is an option to prevent Deletion of Saved Transactions.

Unchecking this box, prevents the user from deleting a saved journal entry. Once the user saves a journal entry, the Delete button gets disabled when you try to access the saved journal entry, thereby allowing the user to delete the journal entry. Further, the Delete button on the Batch window also gets deleted for that specific batch. The only way to have the journal entry removed from the un-posted status would be to Void the journal entry in that batch.

Of course this voiding option is at the transaction level and if there is a batch of many transactions which need to be voided, it could be strenuous to void them manually. In such cases, we can still make use of a macro to void the journal entries in that batch.

Sales Order Processing

Just like the GL module, we have a setup to prevent deletion of the sales documents created within SOP. In the Sales Document Setup for Quote, Order, Invoices, Returns & Fulfillment Orders, there is an option to prevent deletion of documents.

So in a scenario when a customer requested a quote and later did not want to proceed with the order, we can Void the quote, to maintain audit, instead of deleting the saved quote. In this case, we have an additional control where we can provide deleting a quote with a specific authorization password. So in case there was a genuine mistake in preparing a quote (like a duplicate quote), we can make use of this password controlled deletion, by authorized people.

Purchase Order Processing

In case of Purchase Order processing, once a purchase order is created and saved it can be voided anytime before it is actually printed. However, there is no setup in Purchase Order Processing to force the users to void. It has to be manually controlled by the users. 

 

However, once the purchase order is printed, it cannot be deleted and the system removes the option for Delete and Void from the Actions menu as shown below.

In such cases, we can choose the option Edit PO Status, which opens the Edit Purchase Orders window, where we can edit the status of the Purchase Order (or) the Purchase Order line.

 

Hope this article helps the community…

Until next post!

Tags: Audit Features, Deletion Prevention, Journal Entry Void, purchase-order, Sales Documents, Voiding

Category: Dynamics, General Ledger, Great Plains, Purchase Order Processing, Sales Order Processing