Audit Job Balances

This option validates the values recorded on the job file against the transactions and corrects accordingly.

Audit All Jobs?

On selection of this option you are asked whether you wish to audit all jobs – respond Y or N accordingly.The system will use this response later to determine the jobs to process.

Audit Timesheet Hours

You are then asked if you wish to audit the ‘timesheet hours’, if ‘N’ then only costs and actuals are checked, if ‘Y’ then hours are also processed. If you responded ‘N’ to audit all jobs then you are asked the following:

Only Show Job Values Which Fail the Audit

If running the audit on a manual job-by-job basis then this prompt asks you whether you want to only report/display the job totals if the audit finds a problem or if you wish to display the details regardless.

Specify Which Job

Enter the job number to audit; <F4-Select> is available if required. The system will then process the transactions for that job and validate the total costs, actuals and hours (if appropriate). If set to display the values (above) the system will show a status screen of the values found – the TOTAL columns being the value of the transactions, the FOUND values being that recorded on the job record (where they match this displays as ‘ok’).

If a job fails the audit then the system shows the value recorded on the job record rather than the ‘OK’ comment and asks whether you wish to update before returning to ask for the next job reference. Press <ESC> on the job reference when all required jobs audited.

If you responded ‘Y’ to audit all jobs then you are asked the following:

Automatically Update and Report ALL Jobs with Balance Errors

This asks whether you wish to automatically correct any balance errors found – if you respond ‘N’ then you are asked whether to report only when jobs that fail the audit (as above).The system then processes each job in turn and validates the values. If you respond ‘Y’ then the system asks for the printer to output any errors to and then processes and corrects any balances required – if any balance errors found the audit trail lists the job code, the value item changed, its previous value and the updated value.