Application Support Note
ASN-2006-132
Steps To Take Before Recovering
A Corrupt AXIS System
Last Reviewed: 23rd February 2006
Accounts
1 |
Print or Preview and Save - Sales, Purchase and Nominal Daybooks Ideally preview the whole daybook to identify transactions entered.
This can then be compared with a daybook after the restore to identify
transactions lost. |
2 |
Check the company parameters – Sales, Sales Order Processing
and Purchase Order Processing
Make a note of the ‘last document numbers’
Maintain Sales Ledger Parameters
Document Entry – Invoice Number
Credit Note Number
Customer Maintenance CRM Database - Call Number
Maintain SOP Parameters
Document Maintenance - Sales Order Number
Maintain POP Parameters
Order Maintenance - Purchase Order Number
Goods Received/Returned - Goods Received Note Number
Goods Returned Note Number
Invoice Internal Reference
Credit Note Internal Reference
Maintain MRP Parameters
MRP Parameters - Works Order Number |
3 |
Where ‘paper copies’
of invoices, credit notes, sales orders, purchase orders etc are not
available, you may wish to print out /preview and save a set of documents
to aid re-entry. |
Remember when releasing Sales Orders to either Goods
on Account or Invoice, if documents have already been sent to the customer,
it is important that data re-entered is done so in the same order. Failure
to follow the same order may result in generation of invoices with a different
document number which will cause confusion when the customer pays or statements
are sent out.
Please note that often in a busy setup, the operator
will need to continue with current transactions and re-enter ‘lost’
later at a more convenient time. This is often possible if you manually
amend the document numbers back to the numbers before the restoration
and continue working. You may however experience problems if you attempt
to invoice stock that hasn’t been booked in yet for example.
Hire Management
1 |
Check the Hire Parameters and make a note of the last document
numbers Hire Parameter Maintenance - Hire Number
Collection Note Number
Contract Number |
2 |
Print a Customer Hire Details Report
This report allows customer to be selected by Hire Number, Hire
Date, Collection Number and Collection Date.
A second report can be produced after the restoration to compare
data entry. |
3 |
Check the account ‘Sales Invoice Number’
(see above). It is important that invoices are produced in the same
sequence, so off hires must be done in the same order. |
Please note that often in a busy setup, the operator
will need to continue with current transactions and re-enter ‘lost’
later at a more convenient time. This is often possible if you manually
amend the document numbers back to the numbers before the restoration
and continue working. You may however experience problems if you attempt
to hire an item which hasn’t been collected for example.
Payroll
1 |
Print a Payroll Adjustment List
This will give full details of the pay/deduction data entered. |
2 |
Print a Gross Pay Report & Net Pay Report |
3 |
Check the Period Number for all active frequencies
(Weekly, Monthly, Four-weekly) |
Depending on when the system became corrupt, the
above reports may help to confirm that all data has been correctly re-entered.
Unfortunately, apart from printing employee details
for all employees, there is not easy way to determine any ‘employee
file maintenance’ type actions. However most operators will have
a ‘Payroll Input File’ that is kept until the payroll run is
complete.
Please be aware that when restoring a multiple frequency
payroll (ie Weekly and Monthly both run on a single set of data) extra
care must be taken. Remember that if you restore back to a previous ‘week’
any data entry on the monthly employees will also be lost.
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