Data Audit Maintenance (DAM)

  1. Select Data Audit Maintenance (DAM) from SunSystems to open the Business Unit Group Selection form.
    This lists the domain and all live business unit groups, including those that are offline. However, if you select a business unit group that is offline a warning message is displayed.
  2. Select the required Business Unit Group or the Domain to display the Data Audit Maintenance form.
    Note:  Store and Archive business unit groups are not listed as they cannot be audited.
  3. Specify this information:
    Maintenance Plan Code
    An identifying code for the Maintenance Plan.
    Status
    Each static data record contains a status code that determines the current processing status of the record. A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record.
    • Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.
    • Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.
    • Suspended/Held - a suspended record.
    • Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.
    You can alter the status of a record at any time. You must use the options on the Action menu to change the status.
    Description
    The full name or description of the data item or record. This is used to identify it on reports and inquiries.
    Short Heading
    The short heading, which is used where space is limited. If this is blank it defaults to the first characters of the description.
    Lookup Code
    A lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.
    Data Access Group Code

    Data access groups allow you to apply security on the data that is maintained and viewed in SunSystems.

    Note: To be able to setup and maintain Data Auditing you must be a member of the main Data Access Group on the Maintenance Plan and a member of the Extract and Clear Down Data Access Group.
    Audit Insertions
    If this box is selected, insertions that have been made to the tables are included in the audit.
    Audit Updates
    If this box is selected, updates that have been made to the tables are included in the audit.
    Audit Deletions
    If this box is selected, deletions that have been made to the tables are included in the audit.
    Note: Deletion of a parent record may delete all the children records as well, and so return multiple audit lines depending on the number of children records attached.
    Retention Unit
    The unit of time in which to retain the audit details. Options are: Not Specified, Days, Months or Years.
    Retention Value
    The amount of time to retain the audit details for. That is, the number of Retention Units. This must be a number in the range 1-999.
    File Format
    The format for the output file. That is, XLS for Excel spreadsheet.
    Extract Data Access Group
    This can be used to restrict access to extract Maintenance Plans to a group of users.
    Clear Down Data Access Group
    This can be used to restrict access to clear down Maintenance Plans to a group of users.
    Extract File Protection
    Specifies what protection, if any, is placed on the output file. Options are:
    • No Protection
    • Write Protect - the Extract password is needed to gain write access to the output file.
    Extract Password
    The password required for write access to the output file if the Extract File Protection field is set to Write Protect.
    Re-Type Password
    Retype the password to ensure you have typed it correctly in the Extract Password field.
    Note:  On clicking Exit the Business Unit Group Selection form is displayed. This is so that another business unit group can be selected if required.
  4. Save your changes.