Troubleshooting NEOSYS Finance System

Editing and Reposting Vouchers

WARNING: Can cause effectively irreversible damage to the finance database requiring restoration of a suitable backup causing loss of data and/or total loss of database if backup not available.

It is almost impossible to edit and repost vouchers and keep the audit trail correct so this procedure is of limited use. The stages are UNPOST, EDIT, REPOST.

Must be done on test data and advisable to run CHK.VOUCHERS afterwards.

UNPOST

F5
UNPOST XXX*YYYYY*ZZZ

Where:

• XXX is the voucher type/journal code
• YYY is the voucher number
• ZZZ is the company code

Any problems with the voucher might generate messages but the problems will be reverse the problems which must have occurred when posting the voucher in the first place.

EDIT

F5
ED VOUCHERS XXX*YYYYY*ZZZ

For example, if due to a neosys system error, the ZZZ999 suspense account has been used instead of some missing internal system accounts like exchange gain/loss accounts then you can insert the correct account.

Change line 8 (which contains the account numbers) from:

REZO²REZO²BMDI²BMDI²²

to

REZO²REZO²BMDI²BMDI²EXDI²EXDI

where EXDI is the A/c No. of the Exchange Difference A/c.

F9, ESC to save and exit

REPOST

F5
REPOST XXX*YYYYY*ZZZ

Fixing "Cross Check Balance Error" message using CHK.ALLOC

This only applies to CCB on the outstanding item type statements which are the more common problem. CCB on movement accounts are rarer, more serious and cannot be fixed by this procedure.

This might not always fix the CCB errors and hence you will need to escalate to the programmer.

!!! WARNING This is a dangerous procedure. IF YOU DO NOT FOLLOW INSTRUCTIONS CAREFULLY YOU CAN END UP MODIFYING AUDITED ACCOUNTS AND AUDITORS/ACCOUNTANTS AND IT WILL TAKE DAYS FOR PROGRAMMERS TO TRY AND CORRECT THE DAMAGE YOU CAUSE!

This can be run while other users are online.

DO THIS ON TESTDATA FIRST

This exact procedure restores vouchers missing from open item accounts. This can be caused by:

• Reposting journals containing allocated items (which NEOSYS doesnt handle in all circumstances)
• Failing to clear open item accounts on a regular basis where the number of postings is high

F5
UTIL (nothing happens at this stage as its a background process and gives you access to the next command)
CHK.ALLOC

Minimum voucher year.period?

Generally go back as little as possible to cover vouchers that might be missing from O/I accounts.

Which account do you want or blank for all?

You MUST press Esc to search for all accounts. Entering one account WILL NOT WORK since it will only check vouchers already on the open item accounts and we are looking for those that are missing.

IGNORE OR RESPOND NEGATIVELY to all messages or questions EXCEPT the following:

Missing from O/I index?

Select "Yes" or "Yes to all"

Meaning of other messages

The following message pair does not usually cause cross check balances and indicates that they have cancelled some foreign currency allocation since allocation should not cause and change in rate.

IN*175510*C 20/01/08 ALMA 4/2 REC*4440*C allocation base outstanding -7326.15 expected -6762.60 (-563.550,.08333333)
IN*175510*C 20/01/08 ALMA 4/2 REC*4440*C allocation changed exchange rate from .08333333 to .07692308

Following MUST choose "Leave all" otherwise risk damage to closed audited prior year accounts:

Account numbers do not agree. Delete the allocation?

Following MUST choose "Leave all" otherwise risk damage to closed audited prior year accounts:

Allocation is missing ?

Choose "Skip further Warnings" for the following message:

Amounts do not agree - please fix manually

Re-enabling CCB error mail notifications

NEOSYS is pre-configured to send out email notifications (to the same group of people who receive the backup alerts) when a Cross Check Balance (CCB) error is found for the first time on an account. That means there will be only 1 email notification irrespective of the times the error occurs until it is fixed.

After the CCB is fixed or after clearing or otherwise eliminating the same, you need to delete the CCB file in D:\neosys\neosys to re-enable NEOSYS to resend notification by email after it discovers CCB errors on that account again in the future.