Open topic with navigation

> Maintenance / Data integrity / Balance ledgers / Balance Commercials ledgers

Balance Commercials ledgers

About balancing commercials ledgers

This activity validates key quantities in the Commercials modulesThe Commercials modules in Sage 200 are Stock Control, Sales Order Processing and Purchase Order Processing.. The focus of these checks are the stock quantities and the order/return line values for sales and purchases.

Discrepancies are displayed in an error log which can be printed. The activity includes an option to make corrections when discrepancies are found. Such corrections do not generate transactions.

The names of users currently logged on to Sage 200 are displayed when you try to run Balance Ledgers. They must log off Sage 200 for you to complete the activity. Once in progress the system prevents other users logging onto Sage 200.

The following values are checked in each Commercials module. Using the correction option, updates are made to the emboldened quantities when discrepancies are found; however not all discrepancies generate corrections.

Sales Order Processing
  • The order line total for each order line, using the order quantity and discounted unit price.

  • The quantity despatched for each order line, despatched either in full or part (quantity is not zero), using the despatch entries linked to the order line.

    Corrections only involve a decrease to the quantity despatched as a result of finding a lesser value on the linked despatched entries. Discrepancies that indicate a potential increase, such as finding no linked despatch entries or the despatch entries exceeding the order line despatch quantity, are only reported; no correction is made.

    Batch/serial numbered items only the total quantity of items linked to the despatch entries is also checked. Discrepancies do not generate corrections.
    quantity invoiced for each order line, invoiced either in full or part (quantity not zero), using the invoice entries linked to the order line.

    Corrections only involve a decrease to the invoiced quantity as a result of finding a lesser value on the linked invoice entries. Discrepancies that indicate a potential increase, such as finding no linked invoice entries or the invoice entries exceeding the order line invoiced quantity, are only reported; no correction is made.

  • The quantity allocated for each order line that has been allocated stock (quantity is not zero), using the allocation entries linked to the order line.

    Corrections only involve a decrease to the allocated quantity as a result of finding a lesser value on the linked allocation entries. Discrepancies that indicate a potential increase, such as finding no linked allocation entries or the allocation entries exceeding the order line allocated quantity on the order line, are only reported; no correction is made.

    Batch/serial numbered items only if Sage 200 is set to assign batch/serial numbered items to an order when allocating stock, the total quantity of items linked to the allocation entries is also checked. Discrepancies do not generate corrections.
  • The order quantity for each order line, to check it is greater than or equal to the quantity allocated plus the quantity despatched. Discrepancies do not generate corrections.
  • Additional charge lines marked as invoiced are linked to a single invoice entry. Discrepancies do not generate corrections.
  • The total goods value for each order equals the total value of its order lines.
Purchase Order Processing
  • The order line total for each order line, using the order quantity and discounted unit price.

  • The quantity received for each order line, received either in full or part (quantity not zero), using the receipt entries linked to the order line.

    If the item on the order line is traceable, the total quantity of traceable items linked to the receipt entries is also checked. Corrections are not made if discrepancies are found.

  • The quantity invoiced for each order line, invoiced either in full or part (quantity not zero), using the invoice entries linked to the order line.
  • The total goods value for an order equals the total value of its order lines.
Stock Control
  • The quantity allocated for each stock item, using allocations held for sales orders and stock.
  • The quantity on order for each item, using quantities held for purchase orders.
  • The total quantity in stock for each stock item at each warehouse using the location quantities (bins/shelves) in the warehouses.
  • The free stock quantity for each stock item, using total quantity in stock and the quantity allocated.

Note: Checks are made for item type stock only.

To balance commercials ledgers

Open: Accounting System Manager > System Utilities > Balance Ledgers > Commercials.

  1. Select the required option (validate only or validate and correct).

  2. Select the module you want to validate and then click OK.

    If there are other users currently logged on to Sage 200 their names are displayed. The users must log off the system before you can continue.

  3. Check the error log to identify quantity issues that require investigation.
See also

What do you want to do?

Balance Financials ledgers

Overview

Balance Ledgers

Other tasks

Ledger Summaries

Go to top