Task 1: Run the Company Data Auditor
The Company Data Auditor is a series of windows that guides you through the process of checking and ensuring the accuracy of the records in your company file. You can use the auditor to:
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display basic information about the company file, such as the file name, release number, location, size, lock periods, last backup date, etc.
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perform maintenance tasks, such as back up your company file and set lock periods
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display bank and credit card account details, including the current balance and the date when they were last reconciled
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Go to the Accounts command centre and click Company Data Auditor. The Company File Overview window appears.
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[AccountEdge Plus only] the date of the payroll tax tables.
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If necessary, you can perform the following maintenance tasks from this window:
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Back up your company file
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Click Backup and complete the backup procedure.
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Check your company file for errors
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Set the locked periods for your company file
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Click Lock Periods and select the date before which data cannot be entered.
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Load payroll tax tables
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[AccountEdge Plus only] Click Load Tax Tables and then follow the on-screen instructions for loading tax tables.
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Open the application or company file location
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When you have completed the required maintenance tasks, click Next. The Account Reconciliation Review window appears.
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If you want to reconcile an account, select the account and click Reconcile Accounts. For more information on how to reconcile a bank account, see Review reports.
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When you have finished viewing and, if necessary, reconciling your accounts, click Next. The Transaction Review window appears.
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Click Run Review to start the transaction review of the following:
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Transactions reviewed
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Reconcile invoices with the linked debtors account
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The total of all customer balances is compared to the current balance of the linked accounts debtor account.
If there is an out-of-balance amount, click Display to view the Debtors Reconciliation Exceptions report and review, customise or print the details of the report.
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Reconcile purchases with the linked creditors account
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The total of all supplier balances is compared to the current balance of the linked accounts creditor account.
If there is an out-of-balance amount, click Display to view the Creditors Reconciliation Exceptions report and review, customise or print the details of the report.
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Compare item values with the linked stock account
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The total value of stock on hand is compared to the current balance of the linked stock account.
If there is an out-of-balance amount, click Display to view the Stock Value Exceptions report and review, customise or print the details of the report.
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Scan for future-dated transactions
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The company file is checked for any transactions dated after the date shown in the End Date field of the Transaction Review window. If you did not change the date in this field, the current system date is the default end date.
If there are transactions dated after the end date, click Display to view the Future Dated Transactions report and review, customise or print the details of the report.
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Scan for prepaid transactions
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The company file is checked for any prepaid transactions. These transactions include all customer and supplier 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 Prepaid Transactions report and review, customise or print the details of the report.
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Scan for deposits paid
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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, customise or print the details of the report.
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Review audit trail changes
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If you have selected the Use Audit Trail Tracking [System-wide] option in the Preferences window (Security tab), the company file is checked for any transactional, VAT, accounts, payroll [AccountEdge Plus only] and system changes.
If any changes occurred within the date range specified, click Display to view the Audit Trail report and review, customise or print the details of the report. For more information on audit trail tracking, see Audit trail tracking system.
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Check for job exceptions [Cash Transactions]
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If you have selected the Warn if Jobs Are Not Assigned to All Transactions [System-wide] 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, customise or print the details of the report.
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Check for job exceptions [Invoice Transactions]
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If you have selected the Warn if Jobs Are Not Assigned to All Transactions [System-wide] 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, customise or print the details of the report.
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Reconcile payroll liability payments [AccountEdge Plus only]
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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, customise or print the details of the report.
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When you have finished viewing and, if necessary, printing the Transaction Review reports, click Next. The VAT Exception Review window appears.
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Click Run Review to do the following:
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Transactions reviewed
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Check for VAT amount variances [Sales]
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The company file is checked for variances between the VAT amount posted and the VAT amount calculated for the VAT codes assigned to sales transactions. If a variance is found, click Display to view the VAT Amount Variation report and review, customise or print the details of the report.
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Check for VAT amount variances [Purchases]
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The company file is checked for variances between the VAT amount posted and the VAT amount calculated for the VAT codes assigned to purchase transactions. If a variance is found, click Display to view the VAT Amount Variation report and review, customise or print the details of the report.
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Check for VAT exceptions [Invoice Transactions]
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The company file is checked for sale and purchases transactions without a VAT code assigned or where the entered VAT code is different to the default VAT code. If such a transaction is found, click Display to view the VAT Exemptions [Invoice Transactions] report and analyse the details of the report.
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Check for VAT exceptions [Cash Transactions]
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The company file is checked for Spend Money and Receive Money transactions without a VAT code assigned or where the entered VAT code is different to the default VAT code. If such a transaction is found, click Display to view the VAT Exemptions [Cash Transactions] report and analyse the details of the report.
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Reconcile VAT code details with linked accounts
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The company file is checked for variances between the balance of the linked VAT accounts and the amount of VAT that has been collected and paid on transactions. If variances are found, click Display to view the VAT Code Reconciliation Exceptions report and analyse the details of the report.
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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.
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