DAA - Document Amendment and Authorisation
What is DAA
DAA is an amendment program. It is used for amending any details of documents that have not yet been authorised to update the ledgers. Posting to ledgers is also possible given the privilege level. Upon completion of amendment, the original document reference of the recalled document is maintained. DAA is very useful for companies that require incoming invoices to be logged into ITAS and auhorising for posting to be done by another party.
How to use DAA
Upon entering DAA you will be presented with a window that requests the entry of the document reference of the document you wish to amend. Only un-posted documents are available for amendment with DAA. As soon as an existing document reference is entered, the corresponding DOCENT window will be opened. Once in the window, you can edit the details (right click menu or icon on the toolbar), save changes and post if sufficient privilege level is held. The document will be updated but the document reference will remain unchanged.
According to the type of document to be amended you will enter a different type of DOCENT window: An invoice type, a journal type or a terminal type. For each one of these you must remember:
In invoice entries, to complete successful posting, at least one account (and its details), must be entered on the grid to balance the amount for the account associated with the invoice being entered. The amount (credit or debit) entered for the invoice account will be defaulted into the account entered in the grid in an opposite way (debit if the previous was a credit and vice-versa). This default can be amended if more accounts are going to be entered sharing the invoice amount to balance to zero the complete invoice entry. Unbalanced entries can be performed but not posted.
In terminal entries, to complete successful posting, at least one account (and its details) must be entered on the grid to balance the amount of the account associated with the settlement being entered. The amount (credit or debit) entered for the settlement account will be defaulted into the account entered in the grid in an opposite way (debit if the previous was a credit and vice-versa). This default can be amended if more accounts are going to be entered, sharing the settlement amount, to balance to zero the complete settlement entry. Unbalanced entries can be performed but not posted.
In journal entries, for posting to be completed successfully, the accounts involved in the financial transaction (and their details) must be entered on the grid. At least two accounts must be entered. The amount (credit or debit) entered for the first account entered on the grid will be defaulted into the second account in an opposite way (debit if the previous was a credit and vice-versa). This default can be amended if more accounts are going to be entered sharing the amount to balance to zero the complete journal entry. Unbalanced entries can be performed but not posted.
Navigation in the DAA form
Searching for document details: To bring up a DOCENT form with the details of the document you wish to amend, you must enter the corresponding document reference in the Document Reference field and click the OK button.
Filtering search details: To look up several documents that have certain common details (e.g. equal currency or amounts above £ 1000, etc) you must press the Filter button. This leads to the Data Selection Window that allow sophisticated search criteria for database record extraction, enabling the easy update of several documents without recalling them individually.
Presentation of the documents: All documents that comply with the search criteria will be viewable in sequential order in the corresponding DOCENT form. Having pressed the OK button, the first document details will appear in its form. The only difference with a normal DOCENT form is that in the bottom right corner of the form, a field will display the total number of documents that complied with the search criteria and a number identifying the current document being displayed (e.g. 4/14 means that document 4 out of 14 that complied is being viewed in the DOCENT form). This field is accompanied by two arrows, one to move forward in the list and one to move back. By clicking on the forward arrow, you will see the details of the next document that complied with the search criteria. By clicking on the backward arrow you will see the details of the previous document. (e.g. having 4/14 displayed in the count field, by clicking the forward arrow the field will change to 5/14, if you click the backward arrow the field will display a 3/15). To perform this navigation you can also use right mouse-click, Next Record or Previous Record. If you often perform the same data search, you can save it and avoid filling in the search details every time.