All Transactions have two identifiers:

In the Sales, Purchase and Nominal Ledgers each Transaction has a unique Audit Number, and each individual Detail line within them also has a further Audit number. These Audit numbers are applied when the Transaction is saved.

Note that where Batched Transactions are involved, Detail lines or even the whole Transaction may be deleted, and this will result in gaps in the Audit number sequence.

A Sales Ledger Invoice Header will have an Audit number e.g. 2096.

Each Detail line will have another Audit number e.g. Audit number 25245, for the postings to the Nominal Ledger. A line may have:

Each Voucher will have an Audit number for the Transaction Header, and each Detail line within the Journal will have another Audit number.

Thus for a simple Journal with one Dr. and one Cr. line there will be three Audit numbers, one for the Header, and one each for the two Detail lines.

But for a VAT Journal there will be four Audit numbers, one for the Header, and one each for the three Detail lines generated for each line of the Journal.

When using Contra entries, the automatically generated Detail line is also given its own Audit number.

The Audit numbers for the Transactions can be viewed on the Enquiry window opened from the Transactions icon on the record tool bar. The Audit numbers are shown in a column to the right of the values.

Expanding Transaction to show Details

Selecting a Transaction in the Enquiry window by clicking on it, enables you to click again on arrowhead to expand that Transaction to show the Detail lines that it contains.

Selecting Years and Periods

You can select the Years and Periods to be included, by clicking on the down arrow button at the left of the column headings menu bar above the Account Code column heading.

Right Click menus

Right-clicking on a Transaction line selects it and displays a menu with further options. These vary according to the Enquiry, and to the data being displayed.

From the Right Click menu you can view the Double Entry for the transaction.

Transaction Header Audit numbers

The easiest way to see the Sales/Purchase Ledger Header Audit Numbers is to select Audit.

Select Screen for the output, and tick on Print.

The Transaction Headers will be listed, including the Audit Number for each.

Transaction Detail lines Audit numbers

Since the Detail lines with their Audit numbers have been posted to the Nominal ledger, this is the best place to see them.

All the Nominal Postings will be listed, but these will include postings from all Ledgers, including the Nominal Ledger. (See example report below).

Each posting shown will include the Ledger / Type / Reference / Account / Analysis / (Header) Audit No. N.B. Batched Transactions will also be included, flagged with a 'B'.

The Ledger is indicated by:

The Type is indicated by:

All Transactions can also have, and most MUST carry an individual Reference.

This can either be entered manually on the Transaction Header window, or where shown below, can be given a system generated number:

Where entry of a Reference is manual and not obligatory, you are still strongly advised to enter some form of reference, as this can be invaluable when tracking activity.

On Sales and Purchase Ledger Transactions and T/O YTD enquiries from the record windows, the reference information will be shown as follows:

If the Transaction is entered directly via the Sales/Purchase Ledger, the Invoice No. only will be shown. This must be entered manually on the Transaction Header.

If the Transaction is from SOP, both the Invoice No. and the Order No. which are generated automatically, will be shown.

If from POP the manually entered Invoice Number will be shown, as well as the Order No. which can either be entered manually, or generated automatically.

In the Purchase Ledger there is an option in Purchase Ledger Options to automatically generate an Internal Reference, in addition to the Invoice number that you have to enter manually.