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GBP Tasks – Chat with Lynne

August 10, 2009

[2:13:36 PM] KK says: Good Morning Lynne
[2:14:08 PM] Lynne Shelton says: Morning KK
[2:14:11 PM] KK says: Do you have time to discuss on tasks which you have mentioned in the document?
[2:14:16 PM] Lynne Shelton says: yes
[2:14:42 PM] KK says: Is chat is ok for you?
[2:14:46 PM] Lynne Shelton says: yes
[2:15:02 PM] KK says: I have your document with me..can you pls open it
[2:15:14 PM] KK says: and we can go one by one
[2:15:18 PM] Lynne Shelton says: I have it in front of me here
[2:15:21 PM] KK says: ok fine
[2:15:32 PM] KK says: 1. Reporting Facilities
[2:15:59 PM] KK says: what type of reports your expecting from compiere
[2:16:14 PM] KK says: do you have any specification/requirement with you
[2:16:52 PM] Lynne Shelton says: I’m just looking to see and I don’t have specifications, let me just have a quick word with Wendy if she’s around . . . one sec
[2:17:04 PM] KK says: ok
[2:18:52 PM] Lynne Shelton says: Wendy and Alan are both not available . . I think I may have a word with them and ask them to prepare a list of the reports that they want
[2:19:09 PM] Lynne Shelton says: will try and get this done today . . but can’t commit on their behalf I’m afraid
[2:19:48 PM] KK says: ok no problem just send us the document with requirement so that we will review and get back to you with effort needed for it
[2:19:55 PM] Lynne Shelton says: ok, will do
[2:20:10 PM] KK says: generally Compiere provides report generation on each window from which user can create their own report and config the display fields. Reports which involves some calculation, query from more than one tables requires some assist from compiere technical persons.
[2:21:36 PM] Lynne Shelton says: yes, they have looked at the report screen on the windows and tried to generate the reports they need, but I think some of the data may come from other places in Compiere which the open window doesn’t have access to
[2:22:04 PM] Lynne Shelton says: Wendy and Alan, would be the first to admit though, that there are some areas of Compiere in which we have not been properly trained
[2:23:05 PM] KK says: after receiving your spec we will let you know the report which you create yourself
[2:23:12 PM] Lynne Shelton says: ok, thank you
[2:23:40 PM] KK says: So for first requirement your going to send the document by today
[2:23:45 PM] KK says: can we move next?
[2:24:20 PM] Lynne Shelton says: I am going to try for today yes!  Yes, we can move on
[2:24:36 PM] KK says: 2. Accounting Scheduler
[2:25:18 PM] KK says: I have seen mails from you on this issueand TPT provides some temporary solution to run the scheduler process
[2:25:52 PM] Lynne Shelton says: thats right, there seems to be something that can be done to restart the scheduler, but it does still keep failing
[2:26:46 PM] Lynne Shelton says: we have been sent some instructions which I have saved on our server, that I don’t fully understand, and to be honest I don’t know if they will work
[2:26:56 PM] KK says: ok..it is pure technical..I will look again and get back to you
[2:27:05 PM] Lynne Shelton says: ok, thats good thank you
[2:27:13 PM] KK says: this is one one time fix
[2:27:20 PM] KK says: do you need to add any comments on this?
[2:27:42 PM] Lynne Shelton says: no – just a fix for this is all we need
[2:28:05 PM] KK says: 3. Postings
[2:28:25 PM] KK says: Are you still facing this problem?
[2:29:56 PM] KK says: you have mentioned transaction are posted in a week
[2:29:56 PM] Lynne Shelton says: yes, pretty much at the same time as the scheduler stops working, so do postings stop happening . . . I’m not sure on the time scale for postings – it seems to be a number of days before all transactions actually post . . it would be nice to know exactly how may days it takes
[2:30:40 PM] KK says: actually it should take an hour to post the transactions yet to post
[2:31:09 PM] Lynne Shelton says: ahhh . . well it isn’t happening like that at all . . . it does take days
[2:31:22 PM] Lynne Shelton says: perhaps you could take a look at this for us?
[2:31:53 PM] KK says: just clarify me one thing.. is automatically posting in few days?
[2:32:17 PM] KK says: or you are following any temporary solution given by us
[2:33:43 PM] Lynne Shelton says: I’m just looking at a window we have called ‘unposted documents’ . . . . there are a few transactions on there still to post in early July . . . and then all transactions for 30th and 31st July still on there as unposted . .
[2:34:26 PM] Lynne Shelton says: this is the problem we face . . because if they don’t post then the scheduler doesn’t pick them up and we can sometimes wait for over a week to get some proper financial reports from the system
[2:35:29 PM] Lynne Shelton says: no, hold on one second KK, i’ve just refreshed the screen and its changed . .  .
[2:35:32 PM] KK says: so it meand there is delay in posting but posting is happening..is it correct?
[2:35:39 PM] KK says: ok
[2:35:44 PM] Lynne Shelton says: currently, posting is happening yes
[2:35:50 PM] Lynne Shelton says: just slowly . .
[2:36:05 PM] Lynne Shelton says: but yes, it is currently happening
[2:36:53 PM] KK says: 🙂
[2:37:32 PM] KK says: can you check the unposted window onceagain
[2:38:02 PM] Lynne Shelton says: ok, will do
[2:40:33 PM] Lynne Shelton says: I’ve just had a look and all documents have posted . . there are a few still left on, but Jan and I have just checked and we know why this is . ..
[2:41:09 PM] Lynne Shelton says: the only documents on there which have not yet posted are dated for today
[2:41:32 PM] Lynne Shelton says: which doesn’t worry me . . . if it doesn’t worry you 🙂
[2:42:01 PM] KK says: I will be happy if compiere makes you happy
[2:42:28 PM] Lynne Shelton says: 🙂
[2:42:45 PM] KK says: ok let me know if you face  any issue on this
[2:42:52 PM] Lynne Shelton says: ok, will keep you updated
[2:42:59 PM] KK says: I will also look while checking the Accounting scheduler
[2:43:05 PM] Lynne Shelton says: thanks
[2:44:03 PM] KK says: give me 2 minutes
[2:44:22 PM] Lynne Shelton says: no problem, will give you 10! so I can fetch a cup of tea
[2:44:35 PM] KK says: ok sure
[2:49:28 PM] KK says: I just checked with my team, they told that today they restarted the server..
[2:55:42 PM] Lynne Shelton says: Sorry for the delay, am back now
[2:55:59 PM] KK says: no problem
[2:56:30 PM] Lynne Shelton says: I’m assuming that a restart would have an affect on the scheduler in some way . . .
[2:56:38 PM] Lynne Shelton says: and possibly on postings
[2:57:04 PM] KK says: it is temporay solution
[2:57:09 PM] Lynne Shelton says: ok
[2:57:23 PM] KK says: actually it should work with out restarting the server
[2:58:02 PM] Lynne Shelton says: just going to look at the scheduler date here . .
[2:58:10 PM] KK says: ok
[2:58:42 PM] KK says: I guess today sheduler also worked
[2:59:01 PM] Lynne Shelton says: the last account update on the scheduler did actually work on the scheduler . . . dated 01/08/2007
[2:59:02 PM] KK says: just check the log for last run..
[2:59:35 PM] Lynne Shelton says: yes, 01/08/2007
[2:59:38 PM] KK says: yes, our team restarted the server so it ran for today
[2:59:44 PM] Lynne Shelton says: understand
[3:00:38 PM] KK says: ok I will inform team not to restart the server with out any notification from you..
[3:00:49 PM] Lynne Shelton says: ok
[3:01:28 PM] KK says: I ma just going to monitor GBP server from tomorrow and will update you
[3:01:32 PM] KK says: * Iam
[3:01:44 PM] KK says: so this also one time fix
[3:02:29 PM] KK says: anything you like to add
[3:02:42 PM] Lynne Shelton says: No, that is fine thank you
[3:02:59 PM] KK says: 4. Transaction Date and Account Date
[3:03:20 PM] KK says: can you explain me more on this please
[3:04:20 PM] Lynne Shelton says: The problem with Transaction Date and Account Date is quite a big one
[3:04:27 PM] Lynne Shelton says: it is to do with postings . . .
[3:04:59 PM] Lynne Shelton says: we really need to post to our GL codes on the system on the day the transaction is posted . . .
[3:05:08 PM] Lynne Shelton says: not posted sorry, created . .
[3:05:22 PM] Lynne Shelton says: the main problems are with invoicing – both Customer and Supplier
[3:05:55 PM] Lynne Shelton says: sometimes Compiere posts using the transaction date . . and sometimes by account date . . . its erratic
[3:06:33 PM] Lynne Shelton says: it gets quite complicated, I do have a few examples on Sales Invoices which show the problem if you are in a position to take a look
[3:07:15 PM] KK says: just paste the invoice number .. I will look later
[3:07:58 PM] KK says: I mean after our chat session
[3:07:59 PM] Lynne Shelton says: I think I’ll put them on an email to you, with an explanation of what has happened/should happen
[3:08:11 PM] KK says: ok that would be fine
[3:08:13 PM] Lynne Shelton says: that way you can look at your leisure !
[3:08:33 PM] KK says: ok thanks
[3:09:39 PM] KK says: Just correct me if I am worng..
[3:09:44 PM] KK says: *wrong
[3:10:19 PM] KK says: compiere posting taking the transaction date for some invoices and account date some invoices
[3:10:40 PM] KK says: actually you want to post with the transaction date
[3:10:58 PM] Lynne Shelton says: yes, that is correct
[3:11:17 PM] KK says: ok i will look into this after receiving you mail
[3:11:54 PM] KK says: 5. Balance Sheet and Trial Balance
[3:12:04 PM] Lynne Shelton says: oh yes, this one is nasty !
[3:12:32 PM] KK says: you know I just came to type that I need your help to resolve this
[3:13:14 PM] KK says: I understand.. this requires more accounting knowledge
[3:13:24 PM] KK says: ok go ahead
[3:13:38 PM] Lynne Shelton says: just thinking . . . .
[3:14:25 PM] Lynne Shelton says: I have a suspicion that there are ‘hidden’ transactions in Compiere that are causing this problem . . but I may be completely wrong . . .
[3:15:09 PM] Lynne Shelton says: it is mainly to do with bank accounts, trade debtors and trade creditors .  .   .  the values shown on the balance sheet for these are totally incorrect . .
[3:15:51 PM] KK says: I think the best way to take the report for one of the period and need to examine the report
[3:16:05 PM] Lynne Shelton says: yes, I was just thinking that . .  .
[3:16:59 PM] Lynne Shelton says: I do leave some of the things out of the manual report that I do here in order to get my accounts to balance . . . so I think we could attack the issue of bank and trade debtors etc and take it from there
[3:17:50 PM] Lynne Shelton says: I will work today on checking the GL codes against values that I have on certain codes and will let you know what I find
[3:17:52 PM] KK says: sure..let us work
[3:17:58 PM] KK says: I beleive we can fix this issue
[3:18:05 PM] Lynne Shelton says: I think we can too
[3:18:32 PM] KK says: ok last one 6. Cash Journal
[3:18:37 PM] Lynne Shelton says: yes
[3:19:52 PM] KK says: the requirement is clear
[3:20:08 PM] KK says: you just want to reverse cash journal if anything went wrong
[3:20:16 PM] Lynne Shelton says: yes, you got it
[3:20:52 PM] KK says: let us take one example
[3:21:08 PM] Lynne Shelton says: ok, will just take a look . . .
[3:21:27 PM] KK says: invoice say 10009 with amount 100 (POS order)
[3:21:50 PM] Lynne Shelton says: yes
[3:21:53 PM] KK says: compiere will create cash journal while you complete the order
[3:22:00 PM] Lynne Shelton says: yes
[3:22:25 PM] KK says: end of day cash manager check the “cash” window
[3:22:35 PM] Lynne Shelton says: yes
[3:22:46 PM] KK says: what make him to reverse the entry?
[3:23:18 PM] KK says: I am just asking to understand the scenario
[3:23:26 PM] Lynne Shelton says: right, an example I have is this . . . .
[3:24:17 PM] Lynne Shelton says: we voided an invoice for ᅡᆪ9.22 and it appeared on the cash journal.  We then raised a replacement invoice for ᅡᆪ9.22. . . .
[3:24:33 PM] Lynne Shelton says: unfortunately on the cash journal we matched the cash to voided invoice . . .
[3:24:44 PM] Lynne Shelton says: so the new invoice remains unpaid on the system
[3:25:06 PM] Lynne Shelton says: if we could reverse the cash journal, we could remove the voided invoice from it, and add in the correct invoice to pay it
[3:25:12 PM] Lynne Shelton says: currently we can’t do that
[3:25:26 PM] Lynne Shelton says: the problem normally occurs where we have invoices of the same value!
[3:26:14 PM] KK says: actually compiere will pass negative entry in cash journal while you void/reverse the invoice for the same amount
[3:26:36 PM] Lynne Shelton says: I think we voided the invoice after the journal was completed . .
[3:26:43 PM] Lynne Shelton says: In fact I know we did
[3:26:46 PM] KK says: ah.
[3:28:02 PM] KK says: se actually in your cash drawe you have total collection for a day and you also tallied
[3:28:09 PM] Lynne Shelton says: yes
[3:28:22 PM] KK says: but your voiding the invoice next day due to some reason
[3:28:55 PM] Lynne Shelton says: yes, I should actually have checked to see if it was paid before I voided but I didn’t . . .
[3:29:49 PM] KK says: I think u can check the staus of invoices in the invoice window
[3:29:52 PM] Lynne Shelton says: I would say that a fix is probably needed on the system to prevent us voiding invoices that have been paid, or to prevent us paying invoices that have been voided . . but I think that may be something for a later day
[3:29:55 PM] KK says: whether it is paid or not
[3:30:29 PM] Lynne Shelton says: yes, you can . . . but I didn’t . .. . . Compiere needs to be completely foolproof if I’m going to use it!! 🙂
[3:30:42 PM] Lynne Shelton says: but it proved that we do need to be able to reverse cash journals . .
[3:31:54 PM] Lynne Shelton says: what do you think, can it be done?
[3:32:41 PM] KK says: you mean reveesing cash journal or preveting to void the invoice which paid
[3:32:51 PM] Lynne Shelton says: reversing cash journal
[3:33:44 PM] KK says: for now I can say it is possible
[3:33:55 PM] Lynne Shelton says: you see. . . when it is a normal payment we reverse the allocation first . . and then we can void invoice and match payment allocation to another invoice
[3:34:04 PM] Lynne Shelton says: but with cash journals there is no allocation to reverse
[3:34:38 PM] KK says: let me check and will provide you a better solution
[3:34:45 PM] Lynne Shelton says: ok, thank you
[3:35:14 PM] KK says: but sorry to say I am little bit not clear why are you asking this functionality
[3:36:30 PM] Lynne Shelton says: ok, would you like me to think on this and let you know why we need this in clearer terms – I can think it through and send you an email if that would help
[3:36:46 PM] KK says: I hust reading your example again to understand
[3:36:52 PM] KK says: * just
[3:37:48 PM] KK says: actually cash journal will have entry for more than one invoices
[3:38:07 PM] Lynne Shelton says: yes that is right
[3:38:32 PM] KK says: if you reverse for one invoice it will affect all the other entries
[3:39:36 PM] Lynne Shelton says: yes, we understand that and can work with it
[3:40:17 PM] Lynne Shelton says: we would assume that by reversing a cash journal, you would reverse all the transactions made by that journal . .
[3:40:24 PM] Lynne Shelton says: and then we would have to start over again
[3:40:49 PM] KK says: let me tell you how compiere works on void
[3:40:55 PM] Lynne Shelton says: ok
[3:41:39 PM] KK says: assume that you had one invoice hwich has been completed and cash journal also completed
[3:41:58 PM] Lynne Shelton says: ok
[3:42:05 PM] KK says: on next day if you void that invoice it will create negative entry in cash journal on void date
[3:42:27 PM] KK says: it means that you have refunded the cash
[3:42:43 PM] KK says: again you are creating new invoices
[3:42:54 PM] Lynne Shelton says: I see . . .
[3:43:08 PM] KK says: on completion this wil create another entry on same date
[3:43:22 PM] KK says: so your cash has been tallied
[3:43:39 PM] Lynne Shelton says: I don’t think that the negative value happened . .  I will just look at the transaction concerned  . . .
[3:44:29 PM] KK says: ok
[3:45:27 PM] KK says: if it is has happening we will look and fix this tohappen
[3:45:35 PM] KK says: *not
[3:46:00 PM] KK says: will this solve this issue ot still do you require the reverse functionality of cash journal
[3:46:01 PM] Lynne Shelton says: ok, I’ve checked and a negative value does not appear on the cash journal for that day
[3:46:01 PM] KK says: ?
[3:46:22 PM] Lynne Shelton says: it will solve the issue concerning the void scenario . . .
[3:46:34 PM] KK says: ok fine
[3:46:39 PM] Lynne Shelton says: however . .  it is still possible for us to make an error on a cash journal
[3:46:49 PM] KK says: I understand 🙂
[3:47:11 PM] Lynne Shelton says: one sec . . check with a boss type person . . .
[3:49:02 PM] Lynne Shelton says: I think the conclusion is yes, we do need to be able to reverse a cash journal
[3:50:09 PM] KK says: ok I will analyse this on impact with other areas such bank statement  and will give you the report before implementation
[3:50:16 PM] Lynne Shelton says: ok, thanks KK
[3:50:33 PM] KK says: ok I think I have done
[3:50:47 PM] Lynne Shelton says: ok, I think so too!
[3:50:51 PM] Lynne Shelton says: I have spoken to Wendy and Alan about the report requirements, unfortunately they are both in different locations at the moment . . . so they are unable to sit down together and discuss their reports .  .  .  will advise on this as soon as I can get them together at the same time in the same place!
[3:51:20 PM] KK says: ok thanks
[3:51:59 PM] Lynne Shelton says: I will be working on Transaction Date/Account Date examples for you and will email this list to you asap
[3:52:24 PM] KK says: ok
[3:52:42 PM] Lynne Shelton says: Balance Sheet issues may take a little longer, but will follow
[3:52:46 PM] Lynne Shelton says: possible tomorrow
[3:52:54 PM] KK says: right
[3:53:54 PM] Lynne Shelton says: Thanks for your time KK, and for all the work you are doing for us 🙂
[3:54:20 PM] KK says: thanks for your time
[3:54:33 PM] KK says: talk to you tomorrow
[3:54:35 PM] Lynne Shelton says: Will get back to you later, bye for now
[3:54:41 PM] KK says: have a great day
[3:54:51 PM] KK says: bye
[3:54:52 PM] Lynne Shelton says: and you (y)

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