Audit Trails - Accounts Receivable & Accounts Payable

 


 

Overview
 

You can produce audit trails in Accounts Receivable and Accounts Payable for the main transaction types, i.e. invoices and credit notes, cash, refunds and journals as well as for other activities carried out during the current accounting period.

You can run an audit trail at any time during the accounting period, but it must always be produced as part of the period-end procedure.

  • Where VAT is included, the report headings show 'Input VAT' or 'Output VAT', dependent on ledger.
  • The company code is printed as a separate heading if your system is set up to use an internal multi-company Accounts Receivable/Accounts Payable.
  • The base, transaction and account currencies, and values are detailed if your system is set up to use Multi-currency Receipts/ Multi-currency Payments.
  • The following are printed on the audit trail if your system is set up to use Enhanced Transaction Tracking:
    • The report selections.
    • The name of the user running the report – on the report header.
    • The posted date, effective date and user name – on each transaction line.
    • If your system is also set up to use General Ledger Document Headers, the document number – on each transaction line.
    • 'End of Report' – at the end of the report on the last page.

The following system keys prevent the Accounts Receivable and Accounts Payable Period-End (sl_period_end / pl_period_end) programs from being executed until the respective audit trails have been produced:

 
Invoice Audit Trail

The option Invoice Audit Trail (sl_invoice_audit / pl_invoice_audit) produces a report of all invoices and credit notes posted during the current period. It incorporates a summary analysis of goods and VAT amounts.

  • You can retain posted invoices after a given cut-off date within Period -End, if your system is set up to use Purchase Invoice Extensions or Transaction Header Extensions. Only the details of those invoices posted during the current period are printed unless any ranges have been specified when generating the report. Additional fields are included on the printed report.
  • If your system is set up to use Prepayments and European Tax, for invoices that are matched against a prepayment item, the G/L distributions list include the prepayment reversals. The VAT element of the prepayment reversals are included at the VAT table at the end of the report. If a zero VAT invoice is matched against a zero VAT prepayment, the invoice still appears in the zero VAT section of the report.

Accounts Payable Invoice Audit Trail ONLY:

 
Cash Audit Trail

The option Cash Audit Trail (pl_cash_audit / sl_cash_audit) produces a report of all cash transactions posted during the current period, sorted by bank account. The cash is sub-totalled for each bank and small payments can be disregarded. The invoices, credit notes, etc., closed by each payment can be listed in addition to the total value of the payment.

  • A Cheque Summary report, showing all the cheques paid during the period is produced if the Audit Trail is printed in cheque number order.
  • Additional header information is printed if your system is set up to use AR & AP Transaction Header Extensions.
  • A line is displayed showing cash items that have an unallocated amount marked as a prepayment if your system is set up to use Prepayments and European Tax. This line also displays the VAT Code, VAT Register, VAT Protocol number, prepayment account, prepayment control account, VAT account, plus the gross, nett and VAT amounts in both base and transaction currency, where applicable.
    If the matching cash item has a corresponding open item, a prepayment reversal record appears as a separate line on the report.
    Totals for both prepayments and reversals are printed at the end of the report.
 
Journal Audit Trail

The option Journal Audit Trail (sl_journal_audit / pl_journal_audit) produces a report of all journal transactions posted during the current period. It incorporates a summary analysis of goods and VAT amounts.

If your system is set up to use Prepayments and European Tax:

  • A line is displayed showing cash items that have an unallocated amount marked as a prepayment. This line also displays the VAT Code, VAT Register, VAT Protocol number, Prepayment account prepayment control account, VAT payable account, plus the net and VAT amounts in both base and transaction currency where applicable.
  • If the matching cash item has a corresponding open item prepayment reversal record, this appears as a separate line on the report.
  • Totals for both prepayments and reversals are printed at the end of the report.
 
Refund Audit Trail
The option Refund Audit Trail (sl_refund_audit) allows you to produce a report showing all refund transactions posted to Accounts Receivable in the current period, sorted by bank account. The cash is sub-totalled for each bank and small items can be disregarded.