Maintaining a Financials audit trail
Your organization will have procedures and regulations, which must be followed to ensure that a sufficient history is maintained of your business units. SunSystems provides you with basic standard audit trail reporting facilities. In addition, you can develop your own reporting procedures.
Audit trail of transactions
The standard reports, Journal Listing, Account Listing, Trial Balance and Daybook Listing, form the basis of the audit trail for transactions entered in SunSystems. You can design your own reports using Report Designer.
- Journal Listing shows transactions by journal. You can design your own journal listing reports or customize the examples provided.
- Account Listing shows the same transactions as Journal Listing, but it puts them in account order. You can design your own account listing reports or customize the examples provided.
- Trial Balance summarizes transactions into balances for each account on the ledger. You can design your own trial balance reports using the financial reporting functions.
- Daybook Listing shows transactions by reference, which fall within a user-specified entry date range. You can design your own daybook listing report or customize the examples provided.
Audit trails and archived data
The use of an archive allows you to back up your audit trail. Once you have finished with a transaction, it is normal practice to remove it from the system. In this way, the database remains manageable. If transactions were to remain indefinitely, the ledger would become so large that the response time of your system would be affected. In particular, inquiries and reports would take a long time to produce.
Rather than delete transactions completely, you can remove them to an archive during Ledger Cleardown. An archive is created for each processing year. You can access archived transactions in Ledger Inquiry and Account Listing.