Disputed Transactions - Record Reason for Dispute

When flagging transactions as disputed the option is available to press the <F7-Option> key and enter a series of notes as to the reason this transaction is being disputed, these notes are then available to view in the Ledger Enquiry, Allocations and on the Aged Debtors/Creditors report (if sent to spreadsheet).

Within Allocation Actions and the ‘Set Flags’ procedure when a transaction is flagged as disputed a pop-up screen will be displayed allowing you to select from a pre-set list of reasons and enter any further notes as required.

The ‘Reason for Dispute’ is displayed in the Notes pop-up within the Account Enquiry and Allocation procedures (via the <F7-Option> key) and Ledger Enquiry (via the Notes button) when the transaction is highlighted. The ‘Reason for Dispute’ is also included on the Aged Analysis report when printed to Excel/Spreadsheet including transactions/notes and can also be included on the Unallocated Transaction reporting option for disputed transactions when sent to a spreadsheet.

Installation

Database Changes

A new data item is required on the Sales/Purchase Transaction file to allow recording of the reason for dispute. To add this new item select Installation from the main menu followed by Application Manager and then Restructure A Database. Select the Sales or Purchase Ledgerapplication. Elect to update the Live Files and then select the Transactions File. The existing data items are then displayed on screen, scroll-down to the next available blank entries and create the following items: File, Item, Name, Type, Description

SLT/PLT DISP-REASON T Table Item for Reason for Dispute Entries. Table entries for a database can go from 1 to 9999 but there is only one table per database so you need to set the range so that it doesn’t clash with any other tables you may have within the database.

To insert a new item press <Enter> against a blank entry, enter the title as required and press <Enter>, select the item type (using the drop-down list if required), and depending on item type select the size required.

Once the additional item has been recorded press the <ESC> key and select the UPDATE button to save the database changes.When prompted respond ‘Y’ to the prompts to ‘Extract Existing Data to New Database Structure’ and, if appropriate, ‘Copy Table Entries from Old Database to New Database’. Final prompts ask to ‘Remove (.OLD) Database’ and to ‘Carry Out the Same Restructure on the BASE File as Well’ – respond as required.If you select to update the base file you need to manually insert the new items at the same data item positions as on the live file.

Database Profiles

The new data item needs to be referenced within the Database Profiles. To update these settings select Installation from the main menu followed by Application Manager and Set Database Profiles. Choose the Sales or Purchase Ledgerapplication as required before selecting the Trans Optional 4 parameter screen.

On the left of the screen is the prompt Reason for Dispute – against this item reference the data item number of the equivalent item created above, <F4-Select> is available if required.

Table Maintenance

Once the table item has been created you need to update the analysis descriptions for each table value with the allowed reasons for dispute.

To update the table values select Installation from the main menu followed by Application Manager and then Table Maintenance. Select the Sales Ledger or Purchase Ledger application as required, elect to update the live files, select the Sales Transactionor Purchase Transaction file to update, before selecting to Update Table Descriptions.

The initial entries within the table description list are displayed and you can use enter and the up/down arrow keys to move between them. If the ‘Reason for Dispute’ analysis range is ‘high up’ the range you can use the select button to move to that range. Against each table analysis you can enter the description required as one of the reasons for dispute.

 Note