Bad data just happens, whether it is a result of a transaction being manually keyed or downloaded from an external source. Sometimes this bad data can become apparent when running a report. There are a few easy steps for moving forward when a discrepancy is discovered in a report:
- Re-run the report to show the discrepancy
- Select only that one group of transactions
- Change the report’s view (e.g. manufacturer to customer)
- Search for those transactions and audit
Here is an example of a report that is incorrect due to a bad transaction:
Rerunning the report and selecting "Lutron" in the report parameters, instead of viewing all manufacturers, will narrow down the results of the report and then changing the report to run by customer can show which customer is affected:
Next, a basic search can be performed in the “Orders” page to show the transactions for that customer and manufacturer.
These transactions stick out as being the problem. The reason is a little complicated given the report the is shown; the Top-Down "Month of Monthly Payment" report style is accurate on the earnings (commission), but the sales are calculated by first calculating the orders average rate of earnings and then multiplying this rate by the amount received. In these four orders, the rate of earnings is positive (it is 4% for the top order), but the amount received is negative (debit of $3017.28 / 4% = ($7532)).
The determination may be that the project has gone sideways and the company may have been charged for some returns. The best option would be to change the order to reflect reality (e.g. if the entire order was canceled, then cancel the order which brings the rate of earnings to zero.)