Accounting Audit Trails

Unlike journals in other APPX applications (with the exception of Inventory Control), the Invoices journal does not serve as the primary audit trail for invoice transactions. Costs are not included on the journal. This is a result of the Order Entry costing interface with Inventory Control. The costs associated with products entered on a sales invoice may fluctuate between the time the journal is printed and the time the posting is actually performed. This time differential can be attributed to any transactions posted in the interim, and to the costing method used.

Order Entry performs two sets of journal entries when posting an invoice for a sales order. The accounts receivable/sales entry is visible on the Invoices journal. The account numbers and the amounts to be posted are identified. The accounts and amounts for the second journal entry, cost of goods sold/ inventory, are not as clearly identified. The inventory account will appear with the line item data on the journal. Since the cost of goods sold account, and the associated costs per unit are accessed from Inventory Control during the post, they do not appear on the journal. This is due to timing considerations. The Accounts Receivable Sales GL Distributions report should be used, in conjunction with the journal, as the primary audit trail for Order Entry invoice postings. If the Inventory Control Keep Detail in Transact File? field is set to ‘Y’, you may also use the Inventory Control Transaction Detail report.