This could be related to an incorrect transaction posting or the changing or merging of records such as Suppliers who have been created twice.
There are a number of stages to this article, which is listed below:
Navigating to Corrections
Correcting a transaction
Correcting a record
Merging a record
Enabling warnings within the Correction module
Making the reason show on the Corrections audit trail report
Navigation (Only for Versions before 2.50G and before)
Regardless of the type of Correction, the user needs to carry out (transactional or record) the correction having located the record to change - from the Plug-ins menu.
In the Dimensions Ribbon, click the Plug-ins tab.
In the Plug-Ins menu click Corrections, Correct.
Correcting a transaction
The user can change almost any piece of information on a posted transaction in Dimensions depending on how the privileges have been configured. These settings are applied by the System Administrator. The process of changing a transaction does not vary depending on the ledger to which the transaction relates however in the example, we will be adjusting a Purchase Ledger Invoice.
Using the Enquiry Window, locate the transaction that needs correcting.
Open the Correct options from the Corrections menu. The corrections Module appears.
To edit any of the header information, on the Header tab, click Edit. All fields that can be changed will have a white background all those greyed out cannot be edited.
Make the required changes.
Once all of the required corrections have been made, at the top, click the Save icon.
To make changes to the detail lines, firstly click the Detail tab
Select the line which requires correction.
At the bottom of the window, click Edit. A new window appears, all fields that can be changed will have a white background all those greyed out cannot be edited.
Make the required corrections to the Line details.
Once completed, at the top, click the Save icon.
Repeat steps 6 to 10 until all the lines changes are completed.
Once all changes are completed, close off the main Correction window.
Correcting a record
The second type of Correction is changing a records code. (For example, because the Supplier has changed their name and the code no longer references the correct structure).
In the following example, the Supplier code is not within a defined structure of a 3 alpha and 3 numeric formats.
Go to the Suppliers record window.
Find and select the record that needs correcting.
From the Corrections menu open the Correct options. A new window appears.
In the New Code field, type the new Supplier code required.
Merging a record
The second type of Correction is to change a records code. For example, because the Supplier has changed their name and the code no longer references the correct structure.
In the following example, the Supplier code is not within a defined structure of a 3 alpha and 3 numeric formats.
Go to the Supplier records window.
Find and select the record that needs merging into another record. This record will be removed.
From the Corrections menu open the Correct options. A new window appears.
Click Action, Merge. A new window appears.
Either, in the Merge code field, type the code of the record to be merged with if known, or use the standard Search window to locate the correct record.
Once the code has been found and entered, at the top, click the green tick icon. A confirm merge window will appear.
Click Yes to merge the codes. Several working messages will be displayed until the final one saying Update Complete shows.
Click OK and the Supplier list window will be refreshed with the record change reflected.
Enabling warnings within Correction module
The steps below show how to enable ‘reason for corrections’ and how to make it show on the corrections audit trail report.
Log into Dimensions with a user who has access to the Data Utilities menu.
Using the Ribbon menu style, on the System tab, click Data Utilities.
Using the Modules/classic menu style, click system control, data utilities.
Click Corrections, System settings, Audit trail.
Select the Prompt for reason when making corrections check box.
Also select the Reason mandatory check box. This will make it so that a reason must be entered or the record with not be corrected.
Click Save. Now when any user corrects a record they will be prompted to provide a reason.
Making the reason show on the Corrections audit trail report
To make the ‘Reason for change’ display on the Corrections audit trail report:
Using the Ribbon menu style, on the System tab, click Data Utilities.
Using the Modules/classic menu style, click system control, data utilities.
Click Corrections, Audit trail.
Select the Show All Tables check box.
Click Yes.
To order the list by table name, click the table name.
Find and select the table name ARM_CM_AUDIT_TRAIL.
Click Insert.
Name the new audit trigger.
Check the ‘trigger’ and ‘show’ tick boxes for ‘reason for change’.
You can select additional triggers if you want more detail on the corrections audit trail report.
After you have finished, click Save. Now when running an audit trail report it will show the reason for the correction, for any corrections after creating the new trigger.