PECOS P2P » 8. Document Search » 8.9 Audit Trail

8.9 Audit Trail

All PECOS P2P Requisitions and Orders have separate Audit Trails that capture every action and activity that is undertaken by the document. They are viewed in the Status Summary screens by clicking on the document number, when available and contain the following details:

  • Time Stamp: The time and date that the action was undertaken. This is defined by the time zone setting in your user account.
  • Action: This is what happened to the document. See below.
  • User: The person who undertook a manual action. The user is left blank for automatic system activities.
  • Comments: Where comments are entered during the approval, receipting or settlement process they will be displayed here. Some system activities display automatic comment text.

There are two types of audit action text:

  • System: This text is pre-defined and system generated when certain activities are undertaken. These actions are listed in the following section.
  • Configurable: This text is configurable by your system administrator and usually appears after activities are undertaken as the result of an approval plan action. They cannot be identified here due to their customer configurable nature, but include text to indicate when an approval action is commenced or completed; when documents are rejected by an approver or when a notification message is sent.

The following system audit actions may be displayed within the audit trails.

  • Requisition released for ordering: Indicates that the requisition has completed all approval activity and purchase orders will be created. This will be the final message displayed in the requisition audit trail and may be the only message displayed in the requisition audit trail if your requisition has not been routed for approval under a ‘requisition approval plan’.
  • Requisition returned to originator: The requisition has been returned by an approver during the workflow process. The reason for return will appear in the comments box.
  • Order Request returned to requisitioner: The order has been returned by an approver during the workflow process. Reason for the return will appear in the comments box.
  • Pending transmission: This status will display prior to the purchase order being transmitted. It is a temporary status.
  • Order transmitted to supplier: Indicates that a purchase order has been electronically transmitted to the supplier. Note that the comment field may contain details of the order’s fax or eMail location.
  • Delivery acknowledgement received: When an order is faxed, confirmation of the fax transmission is indicated.
  • Transmission failure: When an order is faxed, this message indicates that the fax transmission has failed. The comments field will contain failure details. You should contact your System Administrator to have the problem corrected and the order re-queued.
  • Requisition cancelled: This requisition has been cancelled. An order has not been raised and no further activities are permitted.
  • Order has been cancelled: This order has been cancelled either during approval or after transmission. No further activities are permitted.
  • PO Change created: A change order has been created and submitted. Any change audit trail comments will appear in the comment field.
  • Partially received: A receipt for less than the full order quantity has been processed. The comment field will contain the receipt status entered at the time of receipting.
  • Fully received: A receipt equalling the full order quantity has been processed. The comment field will contain the receipt status entered at the time of receipting.
  • Order has been over received: A receipt greater than the full order quantity has been processed. The comment field will contain the receipt status entered at the time of receipting.
  • X of item Y returned by Z: Indicates the logging of a return where X is the quantity, Y is the item number and Z is person who transacted the return. The comment field will contain details of the RMA number and return reason.
  • An RMA Request has been submitted for item(s) X: Indicates that an RMA request eMail has been sent for item number X. Any comments and notes entered at the time of transacting the eMail will appear in the comment field.
  • Invoice received: The order has been approved and sent to the supplier. Receipting may or may not have been performed but an invoice has been posted for this order.
  • Invoice updated: An invoice has been deactivated for this order.
  • Partially invoiced. Awaiting full invoice before settling: The matching program has been run. The supplier is not set up to receive payment for partial orders so the system is waiting for further invoices before allowing payment.
  • Partially invoiced and settled:  The matching program has been run. Some receipts and invoices have been fully posted and reconciled to the order and these invoices await transfer to Accounts Payable for payment.
  • Fully invoiced and settled: The matching program has been run. All receipts and invoices have been fully posted and reconciled to the order and they await transfer to Accounts Payable for payment.
  • An invoice has been force settled: The matching program has been run. A mismatched invoice has been approved and reconciled and now awaits transfer to Accounts Payable for payment.
  • Invoice exception: Following the running of the matching program there are matching discrepancies and invoices require force settlement before transfer to Accounts Payable for payment.
  • Order manually closed: This order has been closed. All invoices have been settled and provided to Accounts Payable. No further activity is allowed on this order until after the APExport has run.
  • Order closed by AP: This order has been closed by your Accounts Payable department. No further activity is allowed on this order.
  • Order opened by AP: This order has been re-opened by your Accounts Payable department. Processing activity can re-commence.
  • An invoice for this order has been provided to AP: The APExport has been run and the order has been partially invoiced and settled. The invoice has been sent to accounts payable for payment but further invoices are outstanding.
  • All invoices for this order have been provided to AP: The APExport has been run and the order has been fully invoiced and settled. The invoice(s) has been sent to accounts payable for payment and no further invoices are expected.

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