Run the Company Data Auditor

End-of-period procedures > Month-end procedures > Task 1: Run the Company Data Auditor

Task 1: Run the Company Data Auditor

The Company Data Auditor is a series of windows that guide you through the process of chequing and ensuring the accuracy of the records in your company file. You can use the auditor to:

■	display basic information about the company file, such as the file name, release number, location, size, lock periods, last backup date, etc.

■	perform maintenance tasks, such as back up your company file and set lock periods

■	display bank and credit card account details, including the current balance and the date when they were last reconciled

■	reconcile your bank and credit card accounts

■	check your transactions for exceptions and audit trail changes.

To run the Company Data Auditor

1	Go to the Accounts command centre and click Company Data Auditor. The Company File Overview window appears.

This window shows you the following:

■	the company file name

■	the AccountEdge software release number

■	the location of the company file

■	the size of the company file

■	the date on which the company file was last backed up

■	the date on which the company file was last verified

■	the end month and year of the current fiscal year

■	the locked period date, if one has been specified

■	the date of the payroll tax tables.

You can perform the following maintenance tasks from this window:


To…	Do this…	See
Back up your company file	Click Backup and complete the backup procedure.	Backing up and restoring company files
Check your company file for errors	Click Verify and complete the verification procedure.	Chequing your company file for errors
Set the locked periods for your company file	Click Lock Periods and select the date before which data cannot be entered).	Lock periods
Load payroll tax tables	Click Load Tax Tables and then complete the procedure for loading tax tables.

2	When you have completed the required maintenance tasks, click Next. The Account Reconciliation Review window appears.

This window shows you:

■	your bank and credit card accounts

■	the balance of each account

■	the date on which each account was last reconciled.

3	If you want to reconcile an account, select the account and click Reconcile Accounts. Continue with step 3 in ‘To reconcile your bank accounts’ on page 66.

4	Click Next. The Transaction Review window appears.

5	Type the start date and end date of the period you want to review and click Run Review.


Review task	Description
Reconcile invoices with the linked receivables account	The total of all customer balances is compared to the current balance of the linked accounts receivable account. If there is an out-of-balance amount, click Display to view the Receivables Reconciliation Exceptions report, and review, customize, or print the details of the report.
Reconcile purchases with the linked payables account	The total of all vendor balances is compared to the current balance of the linked accounts payable account. If there is an out-of-balance amount, click Display to view the Payables Reconciliation Exceptions report, and review, customize, or print the details of the report.
Compare item values with the linked inventory account	The total value of inventory on hand is compared to the current balance of the linked inventory account. If there is an out-of-balance amount, click Display to view the Inventory Value Exceptions report, and review, customize, or print the details of the report.
Scan for future-dated transactions	The company file is checked for any transactions dated after the date of the current session (that is, the current date). If there are transactions dated after the current session, click Display to view the Future Dated Transactions report, and review, customize, or print the details of the report.
Scan for prepaid transactions	The company file is checked for any prepaid transactions. These transactions include all customer and vendor payments (excluding deposit payments) that have a payment date prior to the date of the invoice or purchase. If there are payments made prior to the invoice or purchase date, click Display to view the Prepayment Transactions report, and review, customize, or print the details of the report.
Scan for deposits paid	The company file is checked for any deposits paid (within the date range specified) on sales orders or purchase orders. If any orders have a payment flagged as a deposit transaction, click Display to view the Deposit Transactions report, and review, customize, or print the details of the report.
Review audit trail changes	If you have selected the Use Audit Trail Tracking option in the Preferences window (Security tab), the company file is checked for any transactional, tax, accounts and system changes. If any changes occurred within the date range specified, click Display to view the Audit Trail report, and review, customize, or print the details of the report.
Check for job exceptions [Cash Transactions]	If you have selected the Warn if Jobs Are Not Assigned to All Transactions option in the Preferences window (System tab), the company file is checked for cash transactions (within the date range specified) that have no job number. If any transactions are detected with no job number, click Display to view the Job Exceptions [Cash Transactions] report, and review, customize, or print the details of the report.
Check for job exceptions [Invoice Transactions]	If you have selected the Warn if Jobs Are Not Assigned to All Transactions option in the Preferences window (System tab), the company file is checked for sales and purchase transactions (within the date range specified) that have no job number. If any transactions are detected with no job number, click Display to view the Job Exceptions [Invoice Transactions] report, and review, customize, or print the details of the report.
Reconcile payroll liability payments	If you use integrated payroll, the total of payroll liabilities transactions that are unpaid is checked against the balance of the linked accounts payable account Payroll Category. If there is an out-of-balance amount because a payroll liabilities transaction has a payroll paid date equal to or before the current session date, click Display to view the Payroll Liabilities Reconciliation Exceptions report, and review, customize, or print the details of the report.

6	When you have finished viewing and, if necessary, printing the Transaction Review reports, click Next. The Tax Exception Review window appears.

7	Type the start date and end date of the period you want to review and click Run Review.


Review task	Description
Check for tax amount variances [Sales]	The company file is checked for variances between the tax amount posted and the tax amount calculated for the tax codes assigned to sales transactions. If a variance is found, click Display to view the Tax Amount Variation report, and review, customize, or print the details of the report.
Check for tax amount variances [Purchases]	The company file is checked for variances between the tax amount posted and the tax amount calculated for the tax codes assigned to purchase transactions. If a variance is found, click Display to view the Tax Amount Variation report, and review, customize, or print the details of the report.

8	Click Finish. A message appears asking if you would like to print a summary report of the audit findings. Click Yes to print the report or click No to close the Company Data Auditor window without printing the report.

■	Task 2: Reconcile your bank accounts

■	Auditing your records

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