JE entry and JE Post - auditor question

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Posted on by sailingjs

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I have a situation where 2 people in the company can both enter and post their own JEs, though they are not supposed to. Only happens if one or the other is on vacation. The auditors want to know if there is a report that shows where a person was both the Je Entry and JE post person. Any ideas?

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Mahmoud Saadi 32,738 on at

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RE: JE entry and JE Post - auditor question

By default, Dynamics GP keeps two fields for the GL Transaction specifically, the user who posted and the last user who modified the transaction. As for the User who "created the transaction", it is not recorded. To retrieve both fields above, go to "Account Transactions" Smart List, and add the following columns:

User Who Posted

Last User

In case you want to track this piece of information and furthermore, you need to activate the "GP Activity Tracking" which records every single detail of information on who added, modified or deleted the transaction.

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Jeff LaPointe 1,022 on at

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RE: JE entry and JE Post - auditor question

Hi,

You could create a SmartList that has the Last User and User Who Posted in it. I was able to filter a SmartList by Source Document for the Current and History Purchasing and Sales Journal SmartLists. This pulled up the PM and RM transactions posted to the GL.

I then clicked the Columns tab in SmartList and added the Last User to the report.

GP does not necessarily store the user who created a transaction in GP. If you create a batch in GL and post it you should find that the last person to edit the transaction will show up in the Last User field but not the person who originally created it. Also the LASTUSER field may have no user ID if it originated from another module and the posting was set to Post To and Through General Ledger.

The other modules do have a similar field. For instance, if you look in the PM30200 or PM20000 you can find the MDFUSRID field. On the RM side it is the LSTUSRED field.

Tracking user activity is not an 'out-of-the-box' functionality of Dynamics GP. There is a module called Audit Trails which allows you to assign audits to windows/tables and will track user access and changes to windows and information going forward, but this module would not be a able to audit any past activity posted prior to installation.

I do have a few things you can look at if you are not currently registered for Audit Trails. The GL20000 (GL Open) and GL30000 (GL History) tables have a field called USWHPSTD that should contain this information if the user was posting directly from the Transaction Entry window.

You can use SQL command to bring up this past transaction data. To do so, place the User ID in question in the 'XXX' field and use SQL Server Management Studio to run the following queries against the company database:

select * from GL20000 where USWHPSTD='XXX'

select * from GL30000 where USWHPSTD='XXX'

The following SQL commands also would have posting information for the user in question:

/* Bank Transactions */

select * from CM20200 where PTDUSRID='XXX'

/* Payables Management Batches*/

select * from PM20000 where PTDUSRID='XXX'

select * from PM30200 where PTDUSRID='XXX'

/* Receivables Management Batches*/

select * from RM20101 where PSTUSRID='XXX'

select * from RM30101 where PSTUSRID='XXX'

/* Payroll Batches*/

select * from UPR30300 where USWHPSTD='XXX'

Hope this helps.

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Ian Richardson 4,150 on at

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RE: JE entry and JE Post - auditor question

hi sailngs. As Mahmoud suggests the originator of a JE is not tracked. To get around this we have requested (required not quite since I cannot enforce it) that when transactions are in batches the first two characters of the batch ID be a users initials. Of course now we cannot hire another IR (to use my name as an example) so its not a perfect way to do it.

Last editor does not work for us as a user will print the batch and get it approved before posting. Often the approver will edit the entry before posting when changes need to be made to the account(s) selected.

ian

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Ian Grieve 22,784 on at

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RE: JE entry and JE Post - auditor question

You could also create a table to store who created the transaction which is populated via an SQL trigger. This could either be checked via a customisation on an attempt to post and the post blocked if it is the same user or you could report on it using SmartList Builder.

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