Wednesday, February 20, 2019

Creating a Saved Search / Email Alert when a transaction is back-dated or future-dated

One of the reasons why COGS recalculation happens is when an inventory transaction has been back-dated or future-dated. It is essential to track these transactions as they happen as COGS issues may later be harder to decipher if there are a lot of transactions involved. One tool that a user / administrator can use is to create a Saved Search / Email Alert when a transaction date is not equal to the creation date (either future-dated or back-dated).

1.    Go to Transactions>Management>Saved Searches>New

2.    Select Transaction

3.    On the Criteria tab add Type is Item Receipt, Main Line is No and Formula(Numeric) = TO_DATE({datecreated})-{trandate} is not equal to 0

4.    On the Results tab add Date Created, Date, Number and Name

5.    On the Email tab check the Send Email Alerts When Records are Created/Updated, enter the recipient on the Specific Recipients>Recipient subtab and check the Send on Update box

6.    Hit Save or Save and Run

The criteria control the rules on what needs to be captured on the alert. For instance, if you want to capture Invoice instead of Item Receipt then you need to set Type is Invoice instead. Similarly you can remove this criterion: Type if you want the alert to send an email for any backdated transaction. You can still further customize this based on information you want to include on the Saved Search.

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