In the realm of successful businesses, periodic review of cash and stock performance is essential. The Periods feature within Period Management serves as a cornerstone in this process. Whether you're an industry veteran or a newcomer, understanding the nuances of capturing stock and/or cash counts on a periodic basis is crucial.

This guide serves as a comprehensive resource for frequently asked questions (FAQs) and troubleshooting tips regarding the Periods feature. Our aim is to clarify any uncertainties you may encounter, helping you make the most of this tool when managing your stock and/or cash counts. Let's simplify the complexities of monitoring and empower your business for success through effective Period Management.

This article focuses on the management of periods; for FAQs and troubleshooting related to Stock Counts, specifically, Click Here, and for Cash Counts, Click Here.

If you can't find what you're looking for, Click Here to get in touch with Centegra. We're here to assist.

 

Frequently Asked Questions

How Do I Resolve Period Exceptions?

Can I Manage Periods From All Sites In One Place?

 

Troubleshooting

I'm Unable To Approve My Period.

I'm Unable To Complete My Period.

 

Frequently Asked Questions

How Do I Resolve Period Exceptions?

When attempting to approve a period, or running through the period trial approve process, you may encounter the following message advising that there are period exceptions preventing period approval.

A period exception occurs when the approval process captures an outstanding task that needs to be completed before you can progress the period to the Approved state. 

All exceptions are available within the Exceptions section of the period. 

There are many reason why an exception can occur. Below is a full list of each potential exception type; select an exception type to see why the exception occurs and how you can resolve it. 

• Approved Count Sheet Exception 
• Bank Deposit Exception
• Cash Count Exception
• Cash Event Exception
• Cash Movement Exception
• Cash Purchase Exception
• Cash Up Exception
• Count Exception
• Customer Order Exception
• Mid-Period Count Exception
• No Cost Net Base Exception
• Order Exception
• Product Preparation Exception
• Transfer Exception
• Unprocessed Transaction Exception
• Wastage Exception

Once an exception has been resolved, you need to select [TRIAL APPROVE] within the period to re-run through the approval checks and clear the Exceptions list. 

 

Approved Count Sheet Exception

This type of exception occurs when the period approval process has identified an inventory stock count sheet which has not yet been marked as Approved.

To resolve this exception: 

• Select [COUNT SHEET] to access the stock count sheet shown.
• Within the count sheet, select [APPROVE].

 

Bank Deposit Exception 

This type of exception occurs when the period approval process has identified a bank deposit with a deposit date and time within the timeframe of the period, but the bank deposit has not yet been marked as Deposited.  

To resolve this exception: 

• Select [BANKING] to access the bank deposit record.
• Within the bank deposit, either:
  • Review and deposit the bank deposit by selecting [DEPOSIT]. 
  • Adjust the deposit date and time to be after the period end time, if cash is being deposited in the following period.
  • Select [DELETE] to Delete The Bank Deposit if no longer required. 

 

Cash Count Exception

This type of exception occurs when the period approval process has identified an cash count sheet which has not yet been marked as Approved.

To resolve this exception: 

• Select [CASH COUNT] to access the cash count sheet shown.
• Within the count sheet, select [APPROVE]. 

 

Cash Event Exception

This type of exception occurs when the period approval process has identified a cash event with a date and time within the timeframe of the period, but the cash event has not yet been marked as Approved.  

To resolve this exception: 

• Select [CASH EVENT] to access the cash event record.
• Within the cash event, either:
  • Review and approve the cash event by selecting [APPROVE]. 
  • Adjust the cash event date and time to be after the period end time, if the cash event falls within the following period.
  • Select [DELETE] to Delete The Cash Event if no longer required. 

 

Cash Movement Exception

This type of exception occurs when the period approval process has identified a cash movement with a date and time within the timeframe of the period, but the cash movement has not yet been marked as Approved.  

To resolve this exception: 

• Select [CASH MOVEMENT] to access the cash movement record.
• Within the cash movement, either:
  • Review and approve the cash movement by selecting [APPROVE]. 
  • Adjust the cash movement date and time to be after the period end time, if the cash movement falls within the following period.
  • Select [DELETE] to Delete The Cash Movement if no longer required.

 

Cash Purchase Exception

This type of exception occurs when the period approval process has identified a cash purchase with a purchase date and time within the timeframe of the period, but the cash purchase has not yet been marked as Approved.  

To resolve this exception: 

• Select [CASH PURCHASE] to access the cash purchase.
• Within the cash purchase, either:
  • Review and approve the cash purchase by selecting [APPROVE]. 
  • Adjust the cash purchase date and time to be after the period end time, if the cash purchase falls within the following period.
  • Select [DELETE] to Delete The Cash Purchase if no longer required. 

 

Cash Up Exception

This type of exception occurs when the period approval process has identified a cash up with an end date and time within the timeframe of the period, but the cash up has not yet been marked as Approved.  

To resolve this exception: 

• Select [CASH UP] to access the cash up.
• Within the cash up, either:
  • Review and approve the cash up by selecting [APPROVE].
  • Select [DELETE] to Delete The Cash Up if no longer required. 

 

Count Exception

This type of exception occurs when the period approval process has identified an inventory product which should have a stock count against it, but it currently does not. 

To resolve this exception: 

• Enter a count for the product shown within a stock count sheet.

If a [COUNT] button shows against the product in the Exceptions section, then this product already exists on at least one stock count sheet. Select this to see the count count sheets when this product exists and enter a count where applicable. 

If a [COUNT] button does not show, then the product does not yet exist on a count sheet so you will need to Add The Product To A Count Sheet and then enter the count. 

To clarify, the period approval process requires a count entering against any inventory product that has either of the following:

• An opening value at the start of the period which is greater than zero or less than zero
• Any movement (e.g. sale, wastage, transfer, order) throughout the duration of the period. 

Note that if the Mid-Period Counts feature is enabled, you will be prompted to re-enter counts if the product exists on multiple counts sheets and stock movements occurred between when the counts were entered. 

 

Customer Order Exception

This type of exception occurs when the period approval process has identified a customer order with a dispatch date and time within the timeframe of the period, but the customer order has not yet been marked as Dispatched.  

To resolve this exception: 

• Select [CUSTOMER ORDER] to access the supplier order.
• Within the customer order, either:
  • Review and dispatch in the customer order by selecting [DISPATCH]. 
  • Adjust the customer orders dispatch date and time to be after the period end time, if the customer order falls within the following period. 
  • Select [DELETE] to Delete The Customer Order if no longer required. 

 

Mid-Period Count Exception

This type of exception only occurs if the Mid-Period Counts feature is enabled.

The exception occurs when a product has a count entered against multiple stock count sheets within the period, and stock movements (e.g. sales / wastage) have occurred between the time that the first count was entered and the time that the last count was entered.  

To resolve this exception: 

• Select [COUNT] to view the counts against count sheets for this product.
• Re-count the products and enter the updates counts for the product within the count sheets shown.

 

No Cost Net Base Exception

This type of exception occurs when the period approval process has identified a product that has movements within the timeframe of the period, but those movements have no Theoretical Cost.

To resolve this exception: 

• Select [PRODUCT] to access the product setup page.
• Add An Enabled Supplier & Assign A Cost To The Product. 

Please note that if you do not have the rights to update products to assign a cost, Centegra cannot do this on your behalf. You must contact your companies Inventory Management administrator. 

 

Order Exception

This type of exception occurs when the period approval process has identified a supplier order with an expected date and time within the timeframe of the period, but the supplier order has not yet been marked as Delivered.  

To resolve this exception: 

• Select [ORDER] to access the supplier order.
• Within the supplier order, either:
  • Review and receive in the supplier order by selecting [DELIVER]. 
  • Adjust the supplier orders expected date and time to be after the period end time, if the supplier order is expected to be delivered in the following period. 
  • Select [DELETE] to Delete The Supplier Order if no longer required. 

 

Product Preparation Exception

This type of exception occurs when the period approval process has identified a product preparation with a schedule date and time within the timeframe of the period, but the product preparation has not yet been marked as Made.  

To resolve this exception: 

• Select [PRODUCT PREPARATION] to access the product preparation.
• Within the product preparation, either:
  • Review and make in the product preparation by selecting [MADE]. 
  • Adjust the product preparations schedule date and time to be after the period end time, if the product preparation falls within the following period.
  • Select [DELETE] to Delete The Product Preparation if no longer required. 

 

Transfer Exception

This type of exception occurs when the period approval process has identified a transfer with a dispatch date and time within the timeframe of the period, but the transfer has not yet been marked as Received by the receiving site.  

To resolve this exception: 

• Select [TRANSFER] to access the supplier order.
• If the transfer is in Preparation state: 
  • Complete the transfer process by Dispatching and Receiving the transfer. 
  • Select [DELETE] to Delete The Transfer if no longer required. 
• If the transfer is in Dispatched state: 
  • The receiving site needs to Receive In The Transfer. 
  • The dispatching site needs to select [UNDO DISPATCH] to Roll Back the transfer, and then select [DELETE] to Delete The Transfer if no longer required. 

 

Unprocessed Transaction Exception

This type of exception occurs when the period approval process has identified a transaction that has not been processed into Centegra Plus as further checks are required. If you see this type of exception within your period, please Contact Centegra.

 

Wastage Exception

This type of exception occurs when the period approval process has identified wastage with a wastage date and time within the timeframe of the period, but the wastage has not yet been marked as Approved.

To resolve this exception: 

• Select [WASTAGE] to access the wastage record.
• Within the wastage record, either:
  • Review and approve the wastage by selecting [APPROVE]. 
  • Select [DELETE] to Delete The Wastage if no longer required. 

 

Can I Manage Periods From All Sites In One Place?

If your company utilises the Company Periods feature to manage site periods, then it is possible to view periods from all sites in the same place.

To view periods from multiple sites: 

• Log into the Head Office site. 
• Head to Period Management > Periods.

Within the Head Office period search filters: 

• Sites: Select the sites that you want to see periods for. 
• Date Range: Select a date range. This will populate the Company Period list (below) with periods that fall within the date range.
• Company Period Select the company period that you wish to see periods for in the search results.
• State: Search for periods which are currently in the selected state(s).

Select [SEARCH], and any periods which meet your search criteria will be shown. 

As well as being able to view the status of all periods, and access all periods within the list, the option to Complete all Approved periods at the same time is also available. 

 

Troubleshooting

I'm Unable To Approve My Period.

To ensure data integrity, when approving a period there are many checks put in place. If any of these checks fail, you'll see an error message preventing the period from approving when attempting to do so. If you are unable to approve the period, see if the following can help: 

• The [APPROVE PERIOD] Button Is Not Showing
• The [APPROVE PERIOD] Button Is Showing But Is Disabled
• I Have A "Period Exceptions" Message

If you are still unable to approve your period, Contact Centegra. 

 

The [APPROVE PERIOD] Button Is Not Showing

If you do not see the [APPROVE PERIOD] button available within your open period, check to ensure that the period is in Pending state. 

If the period is in Pending state and you still cannot see the [APPROVE PERIOD] button, then you will not have rights to approve the period. If you believe that you should have period approval rights, Click Here.

 

The [APPROVE PERIOD] Button Is Showing But Is Disabled

Within your site, it only possible to have on period in the Approved state at any one point in time. 

If the previous period is still in the Approved state, the [APPROVE PERIOD] button within your period will be disabled. To resolve this, the previous period will need to be Completed so that you can progress this period to the Approved state. 

 

I Have A "Period Exceptions" Message

A period exception occurs when the approval process captures an outstanding task that needs to be completed before you can progress the period to the Approved state. For details on how to resolve period exceptions, Click Here.

 

I'm Unable To Complete My Period.

To ensure data integrity, when completing a period there are many checks put in place. If any of these checks fail, you'll see an error message preventing the period from completing when attempting to do so. If you are unable to complete the period, see if the following can help: 

• The [COMPLETE PERIOD] Button Is Not Showing
• I'm Getting The Message "Some Bank Deposits are not Reconciled..."

If you are still unable to complete your period, Contact Centegra. 

 

The [COMPLETE PERIOD] Button Is Not Showing

If you do not see the [COMPLETE PERIOD] button available within the period, check to ensure that the period is in Approved state. 

If the period is in Approved state and you still cannot see the [COMPLETE PERIOD] button, then you will not have rights to complete the period. If you believe that you should have period completion rights, Click Here.

 

I'm Getting The Message "Some Bank Deposits are not Reconciled..."

When selecting [COMPLETE PERIOD] you may see the following message: 

Some Bank Deposits are not Reconciled for this period.

This occurs if you company is using the Bank Deposit Reconciliation feature.

The period has found that there are bank deposits within the timeframe of the period that have not yet been reconciled. The bank deposits needs to be reconciled before the period can be completed.