Accounting Audit Trails

During Live Operations, the Transaction Processing, File Maintenance, and Reports and Inquiry menus provide functions used during day-to-day operation of the system.

To process transactions, a three-step procedure is followed: (1) transaction entry; (2) printing journals; and (3) transaction posting, where records are integrated with permanent master files.

Transaction Entry

Entry of data occurs in groups, or batches, called “Control Groups”, which you should review prior to posting them to your master files. These groups are identified by user ID and control number”, which allows each operator to process transactions separately from other operators. The system performs validation checks on all transactions when they are entered. Accounts Receivable may also receive customer invoice information from Order Entry.

Journal Printing

After transaction entry, the control groups must be printed on a journal before they can be posted. The journals should be reviewed or edited by the operator, or someone else in the department who can verify the entered data. Save the journals; they are an important part of your audit trail.

During journal printing, the system performs validation checks on the data to ensure that it can be posted correctly., Errors and warnings may be printed on the journal and summarized at the end of the journal. A control group that prints with errors will not be allowed to post until the errors are corrected and the journal is reprinted without error.

This process ensures that data is verified twice prior to being posted to permanent master files, and gives added assurance that erroneously entered data will not be posted to permanent files.

Transaction Posting

Once transactions have been entered and the journal has been printed without error, the control group is ready to be posted to our permanent master files. This process usually involves adding records to a system-maintained detail file, and summarizing the detail for historical records. Each transaction is deleted after it has been posted. Any errors encountered will be printed on an error log. During posting, Accounts Receivable may transfer sales information to Sales Analysis, commissions to Commission Accounting, and cash receipts to the Outstanding Checks file in Accounts Payable.

In Accounts Receivable, the detail files are Month-to-Date Postings, Transactions, and Unpaid Invoices; historical records are maintained in the Customer History, Transaction Control, and Transaction History files.

Modification Logs

In all APPX applications, optional Modification Logs may be enabled to provide an additional degree of audit control over who makes changes to master files, and when such changes are made. When a modification log name is supplied to a file maintenance function, a record of all additions, deletions, and changes to that file is transferred to a print file. When additions to a file are made, all new field contents are shown; when deletions are done, the key value and all field contents are recorded; when changes are made, old field contents and new field contents are shown. In all cases, the user ID of the individual who performed the maintenance is printed, along with the date and time of the change.

Examples of master files in Accounts Receivable are Customers, Terms, Customer Types, Customer Areas, Customer Divisions, Sales Tax Codes, Descriptions, and Recurring Billings. Modification logs are not enabled for transaction files such as Invoices, adjustments, or Cash Receipts.