Application Support Note

ASN-2004-132

Steps To Take Before Recovering A Corrupt AXIS System

Last Reviewed: 23rd February 2004

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.