Audit GL Transactions

The Audit GL Transactions option allows GL transaction information to be exported for auditing purposes. For example, if a discrepancy in balancing is found, this option could be used to export the GL transactions that were posted on a specific date or in a specific batch or have a specific journal code (or, more likely, a combination of criteria).

This option uses file mapping. The file map usage of “AuditGLTrans” is used, and the file is exported to the /dti/exchange/cm directory.

To run the export:

• In Graphical Accounting, select Fiscal Close | Fiscal Close-GL | Audit GL Trans.

  
• Click Add and complete the following fields.

  Field	Type	What to enter
  AUDIT TYPE	predefined	Indicate whether GL Transactions or Source Transactions should be searched. Note: Currently, only the GL Transactions option is supported. Note: The Source Transactions option will require that the Business Rule, Should a link to the source transaction be created when creating general ledger transactions? (General section), is set to “Yes” to create a GL transaction link (i.e., source information) every time a transaction is written to GL. The default setting is “No,” but it must be changed to “Yes” before Circulation will begin accumulating this information.
  ALL GL ACCOUNTS GL ACCOUNT	yes/no setup	Select All GL Accounts or indicate which GL accounts to include in the search.
  ALL POSTED BATCHES STARTING POSTED BATCH ENDING POSTED BATCH	yes/no setup setup	Select All Posted Batches or enter a range of batch sequence numbers from which to search.
  ALL POSTED DATES STARTING POSTED DATE ENDING POSTED DATE	yes/no date date	Select All Posted Dates or enter a range of posted dates from which to search. This is the date on which the GL transaction was posted.
  ALL GL TRAN DATES STARTING GL TRAN DATE ENDING GL TRAN DATE	yes/no date date	Select All GL Tran Dates or enter a range of GL tran dates from which to search. This is the date on which the transaction was entered into the GL.
  JOURNAL	predefined	Select the journal code (type of transaction) to export, or enter “*” and multi-select journal codes.
  SORT BY	predefined	Indicate whether the export should sort by GL Account, Posted Batch, GL Source, or GL Tran Date.
  FILE FORMAT	setup	Specify the file map to use for this export. The file mapping usage is “AuditGLTran.” The data elements that can be used with this type of file map are given below.
  FILE NAME	open (12)	Enter the name of the file to be exported to the /dti/exchange/cm directory.

• Click OK and then Continue to export the information.