Debtors Balances and Integrity

The customer balances and debtors transactions are two representations of the same data. As such they must always be consistent with each other. Likewise the total for customer sales should equal the total product sales, area sales, group sales and so on. Every possible precaution and safety measure has been built into Acumen to ensure that these files can never become unbalanced. There are always circumstances beyond the control of any software package where errors do occur and as a safe guard Acumen provides a report for testing system integrity. This report is called the Debtors Control Balances Report. As the information required to make this integrity check is of a global nature the report has been expanded to provide useful totals and checks that can be used as milestones in your accounting cycle.

Always run a Debtors Control Balances Report before and after ageing your files to a new accounting period as an absolute minimum. In this way you will always have a record of the balances at the end of the previous period and an assurance that you began the current period with files that were consistent. As the end of month roll over always backs up your files this also means that you can return to the state shown on the Debtors Control Balance report by restoring these files if necessary.