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The Record Rules Check Report

 

This report checks records for content problems and reports based on the options you select. It can check records in either the Active or Storage file.

Some of the options may not be available in your system. For example, the "not in list" options are available only for those items where you have established a list. Check the options that you want included in this report and the file to process. Then select OK to continue. Selecting Cancel aborts the report. 

The "not in list" Options

Tally-Up maintains many lists that make data entry easier and reduce errors.  There are several Record Rule Check options to check your data against your lists

Transfer Category not in list

Tally-Up! allows you to define "Transfer Categories" and set specific tax and Grossup rules for each category. This option reports any records that have a Transfer Category value that is not in your defined Transfer Category list.

User field values not in edit lists

You may define "edits" for any of your character type user defined fields. This option reports any character type user fields with values not in your edit lists. The option is not available if you have not defined any edit lists.

Regular User-Def expense types not in list

Reports any regular user-defined expense types that are not in your user-defined expense type list.

3rd Pty User-Def expense types not in list

Reports any 3rd Party user-defined expense types that are not in your user-defined expense type list.

Budget Center values not in list

This option reports any Budget Center fields with values not in your lists.

Vouchers values not in list

This option reports any Voucher fields with values not in your lists. Note that if the term "Voucher" has been redefined in Company Options, the term "Voucher" in this option will be replaced with your Company Options term.

Payees not in list

This option reports any Payee fields with values not in your lists.

Local Codes not in list

It is unusual for there to be a local code entered in a record that is not in your local code list.  However, it can happen if a local code is removed after it has been entered in a record. At any rate, a local code that is not in your local code list is an error. This option will show any of these errors.

Selecting any of these "not in list" options will allow you to add any of the reported values at the end of the report.

Record settings differ from Trans Cat defaults

Tally-Up! allows you to define "Transfer Categories" and set specific withholding and Grossup rules for each category. This option reports any records which have settings that differ from your defined defaults. This condition may not be an error, because most of these defaults can be changed in the Edit Pages. Further, a change in Transfer Category rules does not automatically update existing records.  Why?  Because sometimes companies change rules, but want the changes to be applicable to new transferees, but not to affect existing transferees.

User field value format errors

When a User-defined field is created, a field type (numeric, character or date) is determined. This option reports on any user-defined field with contents that do not match the definition.

Local Default State different from Local ASB

Tally-Up! allows (but does not require) you to specify a default state for local taxing authorities.  Since most local taxing authorities use their parent state as the source for income figures (the Amount Subject Base, or ASB), defining the default state can be a good idea. It ensures that the localities selected in the Edit Pages are correctly associated with their parent state.  This option will report any localities with a defined default state where there is no state code that matches the locality.

Questionable 3P Expense Payee Names

Tally-Up! uses the "paid-to" name to determine whether to treat an expense as paid to the employee.  Sometimes, a payee that is intended to be the employee is misinterpreted by Tally-Up! because of a typo or spelling error when the payee name is entered. These errors can be avoided by entering * as the payee name, or selecting the employee from the payee pick list.  This report section attempts to find such errors.  If you select this option, you will be asked if you want to correct questionable payee names.   If you choose to do so, Tally-Up! will pause after each record that has questionable payee names, and allow you to select any that you want to be changed to the employee name.

Questionable Empl Expense Payee Names

This option causes Tally-Up! to report any expense paid to an employee that has a Payee name other than the employee.  This condition is quite rare, but has been known to happen when an error occurs while an expense is being saved to the file.

Non-Standard User-defined expense codes

Tally-Up! uses a standard set of expense codes to associate user-defined expenses with "regular" expenses. For example, the "A1" code indicates the expense is a transit expense. You may use non-standard codes if you wish. This option reports any user-defined expenses that have codes that are not recognized by Tally-Up!

Expense Flag 2 formatting errors

This option reports any expense in the Tally-Up! database which has a Flag 2 value that is not a date. It is enabled only if your Company Option is set to use Flag 2 as a date. If this option is selected, you will be asked whether to erase bad Flag 2 values.

Expenses changed since closing

When the Withholding Amounts report is run, each processed expense becomes "closed," and ordinarily, the expense can no longer be edited or deleted.  However, there is a Company Option "Make no check on closed expenses."  As a general rule, this Company Option is not recommended, because it allows you to change expense values that have already been processed for payroll.  This report option displays any expenses that have been changed since they were processed by Withholding Amounts.

Expense Dates that cross Fiscal Range

There are four dates associated with each Tally-Up! expense; the Expense Date entered by the user, the Posting Date, which is usually the later of the Expense Date or the actual date the expense was saved, the Payroll Date, which is the date the expense was processed by the Withholding Amounts report, and the AP Date, which is the date the expense was processed by an Accounts Payable report. This report option displays any expenses that have at least one date within your company's fiscal range and another date that is outside the fiscal range.

Payroll Base/History values Mismatch

The Withholding Amounts report stores some of its results in the base (main) transferee record and some in the Payroll History file. If there is a network or disk write error during processing, there is a possibility that one file may not be saved correctly. This report option displays details of any record where such a "mismatch" has occurred, and gives you the option to correct the error.

Email formatting errors

This option reports any transferee that has an incorrectly formatted email address.


Unused Frequent Payee

This option reports any payees in your Frequent Payee List that are not used by any records in your database.

Unused Regular User-Def Expense Types

This option reports any Regular User-Defined expenses in your list that are not used by any records in your database.

Unused 3rd Pty User-Def Expense Types

This option reports any Third Party User-Defined expenses in your list that are not used by any records in your database.

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