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Sales Audit & GP Posting

Sales Audit's Great Plains posting comes from a large extract that transforms OverDrive sales, paidouts, purchases, and similar activity into GL codes. During the transition the posting has to be produced from both OverDrive and VAST: the OverDrive extract covers store 4237's OverDrive activity, while Goodyear ROAs still come off the VAST SSRS report. The extract is built to mirror the existing VAST report so Sales Audit doesn't need to retrain, and the dual posting retires once the OverDrive extract fully mirrors the VAST GL posting.

When this applies

Daily, when sales audit and GP posting to Great Plains have to be produced from OverDrive and VAST activity.

The process

  1. The OverDrive GL Details extract and the OverDrive Daily Cash extract are generated out of OverDrive at 10 AM. This runs automatically — no one kicks it off. (IT)
  2. Validate the OverDrive extracts. (Sales Audit)
  3. Pivot the OverDrive GL Details and copy the result into the SJE template. (Sales Audit)
  4. Post the OverDrive 4237 SJEs into Great Plains. (Sales Audit)
  5. Generate the VAST SSRS report for store 4237, filter on ROAs, and discard the rest. (Sales Audit)
  6. Pivot the VAST SSRS ROAs and copy the result into the SJE template. (Sales Audit)
  7. Post the VAST 4237 ROA SJEs into Great Plains. (Sales Audit)

Open — the OverDrive Daily Cash extract

What happens with the OverDrive Daily Cash extract is not settled yet. It is accepted that 4237 still generates an EOD report; how the Daily Cash extract itself gets used is the open part. Don't assume a step here — confirm with Sales Audit.

Go-live & cutover notes

  • Coupon and discount amounts are aggregated in 4095 for the first phase of go-live. This is settled. (Sales Audit)
  • Removal timeline is TBD. The dual posting and the remaining workarounds — Goodyear ROAs via the VAST SSRS report, coupon/rounding — retire as the OverDrive extract comes to fully mirror the VAST GL posting. (Sales Audit)
  • Inventory & GP Posting — the parallel month-end inventory extract and reconciliation.
  • House Accounts — the AR re-key into VAST that keeps AR activity on the VAST side of the books.