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14 | Custom Audits

This article outlines how to Add Custom Audits and the general settings and configurations that can be made for them. Custom Audits enable very precise auditing on transactions, locations, accounts, operators, discounts, products, and payments. Organizations can also create Custom Audits to send a notification when specific products are sold such as Recalled Products or Low Stocked Products.

This article outlines how to Add Custom Audits and the general settings and configurations that can be made for them.

 

     

    Custom Audits enable very precise auditing on transactions, locations, accounts, operators, discounts, products, and payments. Organizations can also create Custom Audits to send a notification when specific products are sold such as Recalled Products or Low Stocked Products.

    Prerequisites 
    • To access Custom Audits Settings, the applicable Operator Privileges   will need to be enabled 
      • Operator Maintenance 'General' Tab
        • System Setup: "Maintain Custom Audits" Flag 
    Custom Audits Window Overview
    • To access and edit Custom Audits, navigate to the System Setup component in the side menu of BackOffice and select Custom Audits which will open a Custom Audits window
    • This window contains a number of buttons which can be used for Adding Custom Audits, Editing/Maintaining Custom Audits and Deleting unrequired Audits
    • The window will also list - either by Venue or All Venues - any existing Custom Audit/s and their Schedule/s

    Adding a Custom Audit
    • To create a new Custom Audit, Click on the 'Add Custom Audit' button in the header which will open a New Custom Audit maintenance window

    General Settings
     

    Field

    Description
    Name
    • Set a name for the Custom Audits
    On Permanently
    • If this flag is active, it means the Custom Audit will run 24/7/365
    • This will eliminate the need for creating a Schedule
    Inactive
    • This flag can be enabled if the Custom Audit is no longer in use
    Schedules
    • This allows setting a specific Time and Date for the Custom Audits
    • To Add a new Schedule, Press the 'Add' button which will open a new window prompting to enter a schedule using the available parameters

    • This will control the Days and Times that the Audit will be Active

     

    Transactions

    Field

    Description
    Trans. Type
    • Sets a type of transaction for the report
    Trans. Total
    • Selects a custom defined total of the transaction to audit against
    Payment Total
    • Selects transactions in which the payments made are Equal to or, greater than or less than the amount set
    Item Count
    • Selects transactions in which the number of items is Equal to or, greater than or less than the amount set
    Payment Count
    • Selects transactions in which the number of payments done is Equal to or, greater than or less than the amount set
    Time Of Day
    • Selects time and date to audit against
    Shift
    • Selects a shift to audit against
    Price Level
    • Selects a price level to audit against
    Order Discount
    • Selects an order discount to audit against
    Order Disc. Amt.
    • Selects transactions which received discounts that is Equal to or, greater than or less than the amount set
    Order Disc. %
    • Selects transactions which received discounts that is Equal to or, greater than or less than the percentage set
    Venue(s)
    • Selects Venue(s) to audit against
    Store(s)
    • Selects Store(s) to audit against
    Till(s)
    • Selected Till(s) to audit against
    Account Profile
    • Selects an account profile to audit against
    Operator
    • Selects Operators(s) to audit against
    Total Disc. Amt.
    • Selects transactions which have a discount total that is Equal to or, greater than or less than the amount set
    Total Disc. %
    • Selects transactions which have a discount total percentage that is Equal to or, greater than or less than the amount set

     

     
    Product Lines
    • This field allows linking a Product to the custom audits

     

    Field

    Description
    Select Product
    • Selects a Product to audit against
    Size
    • Selects the size of the product
    Gross
    • Selects transactions in which the Gross Amount is Equal to or, greater than or less than the amount set
    Nett
    • Selects transactions in which the Nett Amount is Equal to or, greater than or less than the amount set
    Qty Sold
    • Selects transactions in which the number of quantity sold is Equal to or, greater than or less than the quantity set
    Qty Redeem
    • Selects transactions in which the quantity redeemed is Equal to or, greater than or less than the quantity set
    Price Number
    • Selects transactions that have defined Price Level
    Service Charge
    • Selects transactions in which the service charge is Equal to or, greater than or less than the quantity set
    Prod. Disc. Amt.
    • Selects transactions in which the product discount amount is Equal to or, greater than or less than the amount set
    Prod Disc. %
    • Selects transactions in which the product discount percentage is Equal to or, greater than or less than the percentage set
    Item Discount
    • Selects transactions in which the item discount amount is Equal to or, greater than or less than the amount set
    Reason Code
    • Selects a reason code to report against

     

    Payments

     

    Field

    Description
    Payment Type
    • Selects transactions processed with specific payment type
    Payment Amt
    • Enter a custom-defined payment total of the transaction to audit against
    Audit Other Info

    • This allows Operators to add some extra information in the audit which can be later viewed in the 'Other Info' section of Audit Report

     

    Add/Edit Alert
    • The Add/Edit Alert button at the bottom of the window allows operators to link the audit to an Alert
    • In the given example a Custom Audit has been created named "Cash Sales" which is linked to Cash Sales of a Product called "Chicken Sandwich"

    • Clicking the 'Add/Edit Alert' button will open the Alerts Setup window from where Operators can either Add a new Alert Setup or Edit existing Alert Setups

     

    • To Add a new Setup, click on the 'Add Alert Setup' button or to edit the existing setup, click on the Alert Setup' button
    • This will open the Alert Setup Window where operators can set Audit Type as 'Audit Custom' and AuditCustom ID as the name of Custom Audit
    • The other details can be filled in as per necessity

    • After the setup, Press OK and an Alert will generate every time a cash transaction of Chicken Sandwich is done in the SmartPOS
    Viewing Custom Audits
    • The Alert generated after the Setup can be viewed in the Audit Report every time the action is performed
    • If the Alert is a Warning or Critical, a sign will display above Global Saved Reports in the Backoffice profile of selected operators
    • This Alert can be expanded by clicking on the sign

    Editing Custom Audits
    • To Edit existing Audits; Click on the 'Edit Custom Audit' button at the toolbar
    • This will open Custom Audit Window from where Operators can Edit the selected Audit