Audit Report
The Audit Report lists all the Transactions that have been input since the last Audit Report for this Ledger was printed TO A PRINTER, and for which the operator answered YES to the message asking if it was OK to Update.
Each Transaction Header will have been given a unique reference number, and each Detail line within each Transaction will also have been given a unique reference number. These numbers are called Audit numbers.
The sequence of Audit numbers within a Ledger may have gaps, where a Transaction or Detail line has been deleted, but there should not be any duplications.
The Ledgers that have Audit Numbers are the Sales, Purchase and Nominal Ledgers.
The purpose of the Audit Reports is to ensure that there is a hard copy of every Transaction and its details. This is required, not only for Audit purposes, but also if you have to restore your Data file from a Backup.
The Audit Report lists the data that will have to be re-entered to bring you back up to date. You can print the report in Landscape to show all the details of a transaction per line by selecting the Landscape option on the report selection window.
If you have the Import Utility, you can make use of the feature that enables you to export the Audit Reports to a file in the format required by the Utility. Then you can merely run the Utility, and it will re-enter the listed Transactions.
Only the Nominal Ledger Journals Audit has a User definable title.
Legends: a Key is provided at the end of the report.
Module | Transaction |
N=Nominal Ledger | INV=Invoice |
S=Sales Ledger | CRN=Credit Note |
P=Purchase Ledger | PAY=Payment |
SO=Sales Orders | ACR=Credit Adjustment |
PO=Purchase Orders | ADR=Debit Adjustment |
ST=Stock Control | JNL=Journal |
- | VJL=VAT Journal |
- | TFR=Currency Transfer |
R=Recurring posting; M=Recurring master; V=Reversing recurring
C=Current Year; L=Last Year; N=Next Year; O=Other Year; 1-13=Period (e.g. C1 = Current Year Period 1)
Additional options are available for the Nominal Ledger Journals Audit report (Journal Reports - Audit). The report can have the following details added: Notes; Full Names and Costing Info.
Updating Audit reports without printing them.
If you wish to update your audit reports without printing them to the printer, but still be able to look up the details of the report if required ( for example ) by auditors, the following procedure provides the answer.
A - Set up a 'Generic' printer
Set up a new printer through Printers and Add Printer
Click Next and select local printer, and select Next again
Scroll down the list of Manufacturers and choose Generic. On the right hand side of the screen under printers you should see Generic / Text . Click Next.
From the Available Ports list, select File then click Next.
On the following screen select No to the question 'Do you want your windows based programs to use this printer as the default printer?'. Click Next.
There is no need to print a test page, so click Finish.
Windows will then copy in the required drivers.
B - When you want to run your Audit Report
When you need to update your Audit report in Access, change output to Printer and click on Select Printer.
Set report destination to the new printer you have just set up.
Access will confirm output is going to file.
A Print to File dialog box will be displayed where you can add a meaningful name:
e.g. audt2000_09.prn.
Click OK and the details are sent to file, and you should then see the message 'OK to update the Audit report ?' . Check the report and click OK.
This way you can create a separate file for each period. The file can be opened in Excel or Lotus123. The output is quite legible but headings may need some tidying up to make them as readable as the original report.