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 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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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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Click Verify and complete the verification procedure.
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Set the locked periods for your company file
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Click Lock Periods and select the date defining the locked period (that is, a period for which data cannot be entered).
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Load payroll tax tables
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Click Load Tax Tables and then follow the on-screen instructions for loading tax tables.
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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 information on how to reconcile your accounts, see Reconciling your bank accounts.
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Click Run Review to start the transaction review of the following:
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Reconcile invoices with the linked receivables account
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The total of all customers balances is compared to the current balance of the linked receivables account. If there is an out-of-balance amount, click Display to view the Receivables Reconciliation Exceptions report and analyse the details of the report.
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Reconcile purchases with the linked payables account
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The total of all suppliers balances is compared to the current balance of the linked payables account. If there is an out-of-balance amount, click Display to view the Payables Reconciliation Exceptions report and analyse the details of the report.
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Compare item values with the linked inventory account
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The total value of items 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 Reconciliation Exception report and analyse 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 later than the current date. If there are such transactions, click Display to view the Future Dated Transactions report and analyse 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 such transactions, click Display to view the Prepayment Transactions report and analyse 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 analyse 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] preference, the company file is checked for any transaction, tax, payroll accounts and system changes. If any such changes are found, click Display to view the Audit Trail report and analyse the details of the report.
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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, 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 analyse 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, 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 analyse the details of the report.
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Reconcile payroll liability payments
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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, click Display to view the Payroll Liabilities Reconciliation Exceptions report and analyse 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 Tax Exception Review window appears.
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Click Run Review to do the following:
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Check for tax amount variances [Sales]
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The company file is checked for variations between the tax amount posted and the tax amount calculated for the tax codes assigned to sales transactions. If a variation is found, click Display to view the Tax Amount Variation report and analyse the details of the report.
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Check for tax amount variances [Purchases]
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The company file is checked for variations between the tax amount posted and the tax amount calculated for the tax codes assigned to purchase transactions. If a variation is found, click Display to view the Tax Amount Variation report and analyse the details of the report.
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Check for tax code exceptions [Invoice Transactions]
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The company file is checked for sale and purchases transactions without a tax code assigned or where the entered tax code is different to the default tax code. If such a transaction is found, click Display to view the Tax Exemptions—Invoice Transactions report and analyse the details of the report.
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Check for tax code exceptions [Cash Transactions].
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The company file is checked for Spend Money and Receive Money transactions without a tax code assigned or where the entered tax code is different to the default tax code. If such a transaction is found, click Display to view the Tax Exemptions—Cash Transactions report and analyse the details of the report.
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Reconcile tax code details with linked accounts
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The company file is checked for variances between the balance of the linked tax accounts and the amount of tax that has been collected and paid on transactions. If variances are found, click Display to view the Tax 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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