System ➔ Checks ➔ Diagnose
At System ➔ Checks ➔ Diagnose, you can run diagnostic checks for your financial, logistics, and project operations. With this function, you can check and repair the inconsistencies found in transactions in the three areas of your business. In this document, every check and the items to be repaired under the Financial tab will be explained. Click Advanced to run the financial diagnostic checks in the advanced mode.
Keep in mind: The Repair button will be displayed only if there is an error after you run the consistency check.
Select this to perform the diagnostic check for all transactions in open and close periods.
Select this to perform the diagnostic check for all transactions in open periods only.
Note: If you have selected this option, the Financial year and Period fields will be disabled.
Select the financial year range to perform the diagnostic check. Select the All check box to perform the diagnostic check for both open and closed transactions for all the financial years.
Note: If you select the All check box, the Financial year and Period fields will be disabled.
Select the period range to perform the diagnostic check. Select the All check box to perform the diagnostic check for both open and closed transactions for all periods.
Note: This field is enabled only if one single year has been selected at the Financial year field, for example, from 2003 to 2003, and the All check box is cleared.
Select this check box to perform the diagnostic check on financial transactions only.
Select this check box to perform the diagnostic check on logistics transactions only.
Select this check box to perform the diagnostic check on project transactions only.
Check:
Checks for general ledger transactions that do not have the entry number.
Repair:
The transactions will be updated with a new entry number based on the reporting date or invoice date and the journal type.
For more information, see Check 1 General ledger transactions without entry number.
Checks for general ledger transactions to ensure all the sales and purchase general ledgers are filled out with the our reference/invoice number.
First, the tool will check whether the missing our reference numbers can be found in other invoice lines. If this can be found, the missing our reference numbers will be filled out. If not, new our reference numbers will be created for the transactions.
For more information, see Check 2 General ledger transactions without our ref.
Checks for general ledger transactions that do not have the transaction date.
Transaction date will be updated with the creation date of the transaction if the financial year and financial period for those transactions are not defined in the period-date table. If the financial year and period for those transactions fall within a defined period in the period-date table, then the transaction date will be updated with the starting date of the defined period.
For more information, see Check 3 General ledger transactions without transaction date.
Checks for general ledger transactions with invalid general ledger account (general ledger account which is not defined in the chart of G/L’s) and general ledger accounts with incorrect sub-administration based on the general ledger account which is linked to the balance sheet reporting group or the profit & loss reporting group.
If the general ledger account is linked to a balance sheet reporting group but the sub-administration is found to be a revenue account or expense account, this general ledger account will be repaired with the sub-administration changed to a neutral account.
If the general ledger account is linked to a profit & loss reporting group but the sub-administration is not a revenue, expense, or neutral account, this general ledger account will be repaired with the sub-administration changed to a neutral account.
If there is no general ledger account found in a VAT code used in both purchase and sales, or only purchase, then the first available VAT to claim account will be used to link to the VAT code.
If there is no general ledger account found in a VAT code used in both purchase and sales, or only sales, then the first available VAT to pay account will be used to link to the VAT code.
Note: The repair tool for correcting the wrong definition of general ledger account type will only be triggered if there is an invalid general ledger account in the transactions.
For more information, see Check 4 Correct definition of general ledger account type.
Checks whether the entry numbers of the general ledger transactions are valid based on a maximum of eight digits.
General ledger transactions will be updated with new valid entry numbers based on the reporting date or invoice date, and the journal type. After repair, the invalid entry numbers will no longer exist.
For more information, see Check 5 Valid general ledger transactions entry number.
Checks for general ledger transactions with duplicate entry number. Entry number is unique per financial transaction, journal, and financial year.
One of the two financial transactions with duplicate entry number will be assigned with a new entry number.
For more information, see Check 6 Duplicate entry number.
Checks for the default currency amount and foreign currency amount in financial and term tables with rounding error. Both the default currency amount and foreign currency amount should be stored in a correct precision. Default currency amount or foreign currency amount which is not stored in the correct precision will be reported as a rounding error. The default currency amount precision and foreign currency amount precision is defined at System à General à Countries à Currencies under the General tab after you have clicked Open to open the corresponding currency. The number typed in Precision for amounts defines the permitted number of digits to be entered after the decimal for amounts.
General ledger transactions and terms will be updated with rounding based on the Precision for Amount setting either from the default currency or foreign currency.
For more information, see Check 7 Rounding difference on general ledger transactions.
Checks for value-added tax (VAT) records with wrong rounding amount. In other words, it will check for VAT records which are not using the correct rounding precision for the amount as defined in the currency setting.
VAT general ledger transactions will be updated with rounding amount based on the Precision for amounts setting for the default currency.
For more information, see Check 8 Rounding difference on VAT general ledger transactions.
Checks whether transaction dates are defined in the period-date calendar.
If the year of the transaction date is after the financial year for that transaction, then the transaction date will be updated with the last day of the financial year. Otherwise, the transaction date will be updated with the first day of the financial year.
For more information, see Check 9 Transaction date not defined in the period-date calendar.
Checks for general ledger transactions that are not balanced by financial period and year.
A new entry will be created to balance the general ledger transactions by financial period and year.
For more information, see Check 10 General ledger transactions balanced by financial period and year.
Checks for general ledger transactions that are not balanced based on the invoice number.
General ledger transactions will be adjusted so that they will be balanced by invoice number.
For more information, see Check 11 General ledger transactions balanced by invoice number and entry.
Checks for revaluation transactions that do not have the exchange rate and foreign currency amount filled out, or the exchange rate and foreign currency amount filled out with "0".
If a revaluation transaction falls within a closed period, the exchange rate will be updated to "1" and the foreign currency amount will be updated to the default currency amount. However, if the revaluation transaction falls within an open period, the entire batch of transaction will be voided.
For more information, see Check 12 Revaluation transaction with empty foreign currency amount.
Checks for entries that are filled out with the wrong company number/code.
All entries that are found with this error will be updated with the current company number/code.
For more information, see Check 13 Entries with incorrect company number.
Checks for general ledger transactions that are not allocated to any debtor/creditor when they are booked on a debtor/creditor general ledger account.
All entries that are found with this error will be updated with the unknown debtor or unknown creditor code.
For more information, see Check 14 General ledger transactions without debtor/creditor code.
Checks for differences on the balance of every account receivable. It will check for the difference of balance between the general ledger transactions and bank transactions as well as the difference of balance between matched terms and statements.
Among the things to be repaired by the tool include creating new terms for missing terms, canceling the incorrect matching, repairing the incorrect revaluation entries, running auto-matching for certain entries that do not match, and removing incorrect terms (S and W) from bank transactions for entries which cannot be found in the general ledger transactions. These also apply to the following Check 16 (differences on accounts payable balance) and Check 17 (differences on cash flow balance).
For more information, see How to read and understand A/R & A/P inconsistencies shown at diagnose and term checker screen.
Checks for the differences on the balance of every account payable. It will check for the difference of balance between the general ledger transactions and bank transactions as well as the difference of balance between matched terms and statements.
Refer to Repair section at Check 15.
Checks for the difference of balance in the bank ledger account between the general ledger transactions and bank transactions.
For more information, see Check 17 Inconsistency on cash flow balance and How to check cash balance inconsistency .
Checks for inconsistencies in matched terms.
If matching terms and statements do not tally, then the incorrect matching will be removed.
Checks on unprocessed general ledger transactions that do not have a reference to the transaction header.
This check will process all unprocessed general ledger transactions that do not have a reference to the transaction header. Most of these general ledger transactions are usually generated from conversion and it makes sense that these transactions should be processed since it cannot be edited anymore.
For more information, see Check 19 Unprocessed general ledger transactions without amutak or amutas entries.
Checks for general ledger transactions that do not have a reporting date.
Transactions with this inconsistency will be updated whereby the reporting date will be entered based on the transaction date.
For more information, see Check 20 General ledger transactions without reporting date.
Checks for journal entries with the incorrect transaction type. Possible transaction types for journal entries depend on the journal the entries are created for.
Journal entries with incorrect transaction type will be repaired with the valid transaction type.
For more information, see Check 21 Incorrect transaction type for journal entries.
Checks for missing cash instruments in cash and bank journal entries.
Journal entries without the currency code filled out will be updated with the default currency code. Cash and bank journal entries that are not linked to cash instruments will be linked to the bank account.
For more information, see Check 22 Missing cash instruments.
Checks for bank account statements that are not linked to general ledger transactions.
If there is no related data from the bank transaction for which the transaction is linked to the general ledger transaction, then the status of the bank transaction will be updated to void.
For more information, see Check 23 Statements not linked to general ledger transactions.
Checks for missing VAT terms caused by the use of 0% VAT code.
Generate all the missing VAT terms that are linked to the tax code with 0% for tax return purposes.
For more information, see Check 24 Generate VAT terms with tax code 0%.
Checks for old style payment conditions used before you convert your software to batch 327 or higher. These old style payment conditions cannot be edited.
Convert old style payment conditions to the format of Exact Globe. After repair, the payment conditions can be edited if necessary.
For more information, see Check 25 Old style payment conditions conversion.
Checks for missing VAT charged terms.
Create the missing VAT charged terms to enable generation of a correct final VAT return data and VAT basis amount in the VAT overview.
For more information, see Check 26 Generate VAT charged terms.
Click Simple to disable the Project check box. Click Advance to enable the Project check box. The amount of areas where the diagnostic check will be performed on will also differ based on the selection.
Click this to view all the information of the diagnostic check. The information includes the person who ran the check, the date the check was performed, the start time and end time of the check, duration of the check, and remarks.
Note: This button will be displayed after clicking the Start button.
Click this to send an e-mail on the details and results of the diagnostic check. After clicking the E-mail button, you will see the New Mail Message screen in Microsoft Office Outlook. By default, the subject and content of the e-mail which consists of the details and results of the diagnostic check will be displayed in the body of the email. Type in the recipient’s e-mail address. Click Send to send the e-mail.
Click this to start running the checking process.
Click this to repair the transactions with errors.
Click this to exit.