• From: Canada, Kitchener, Ontario
  • Registered: 02/03/2009
  • Posts: 24

Topic: Correcting entries from backend

Hello Joe/itronics

Thanks for this wonderful s/w and a tremendous support. you guys are just awesome. I am currently facing a small problem. In my version of s/w (2.3.1) I have created 2 dimensions (departments) one is products and other is catering services. I also created 2 different cash sales (customers) so as to keep products sales segregated from catering sales.

While doing so, I modified previous data in items and assigned them individually to these departments from the front end. This worked out perfectly clean. However problems started coming in when I saw reports from customer sales. Currently when i pull the trial balance and click on petty cash a/c i see customer payments from "cash sales - products" and when i check the back end (gl_trans and debtor_trans) i see all the codes that refer to "cash sales -catering".

As far as i understand following are the tables that are affected when we do a cash sale:
debtor_trans
debtor_trans_details
stock_moves
gl_trans
sales_orders
sales_order_details
bank_trans

Can you please guide me as to what table i need to modify if i have to change the "cash sales - products" to "cash sales - catering" from backend.

Thanks in advance. This will save from entering the invoices twice.

  • joe
  • Administrator
  • Offline
  • Registered: 03/15/2007
  • Posts: 5,106

Re: Correcting entries from backend

If I understand you, you have 2 dimensions, products and catering services. And then you created 2 different cash sales (customers). Do you mean you created 2 different sales accounts or?  If so, you didn't need to do that, because if you put the dimension on the item you can use the same sales account. The gl reports can be filtered by dimension.
I would like to know a little more how you have set this up, before I can advise you how to change the back end.

/Joe

  • From: Canada, Kitchener, Ontario
  • Registered: 02/03/2009
  • Posts: 24

Re: Correcting entries from backend

Hey Joe,
Thanks appreciate your response.
In my fiscal year Jan - Dec 2010 i had just one department which was products so the dimension setting was "0". I did not create any dimension. There was just one direct sale customer termed "Cash Sales". However from fiscal 2011 we started another service which was catering service. So the process I followed was
1. set the dimension to 1
2. created dimensions as products and catering services
3. assigned items individually to dimensions
4. assigned suppliers to dimensions
5. assigned customers to dimensions (here i created 2 separate cash sales customers "cash sales - products" and "cash sales - catering services". This will help when i generate the report specifically indicating cash sales for catering services.
6. now i just want to update few invoices from backend that were passed before doing the above updates.
7. when i click inventory sales report i see accurate results indicating sales for customer "cash sales - catering services"
8. however when i open trial balance and click petty cash transactions i see payment by "cash sales - products" against the invoices that are actually charged against "cash sales - catering services".

So my guess was that when i updated the tables from back-end there is one missing update that i need to do so that the payments are charged to customer "cash sales - catering services". and that was the reason i asked which tables are affected. let me know if my explanation helps.