Don’t Risk Weak Audit Trails and Lax Controls in Quickbooks

Are you having a lack of control and weak audit? Not having accurate information could be severely detrimental to your organizations proper record keeping.

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    Are you having a lack of control and weak audit? When you realize that numbers in the books have inexplicably changed, it is likely not a hiccup, but a manual entry that was rewritten. Many simple accounting software programs, allow any user to login and edit data as needed, without any restrictions or an audit trail. You have to keep a very keen eye on your data or else changes will go unnoticed. These seemingly little changes can create a larger problem – inaccurate numbers and skewed data. Making decisions based on inaccurate data can lead you in the wrong direction and introduce a whole new level of issues.

    When changes are made in QuickBooks, are you aware that those changes have occurred or even who make those changes? If the answer is ‘no’ you may be putting your business in jeopardy. You won’t always be able to be there, but not knowing who is making the decisions on for you or having the ability to approve the appropriate decision makers within your organization makes it difficult to have the proper control to protect your business. In addition, not being included into certain decisions makes it hard to verify the reasons for the sudden changes or the integrity of the resulting data. You know you’ve outgrown QuickBooks when you can’t depend your data or provide a complete financial audit trail.

    Protecting your data and putting the right controls in place is possible, and easy, with a business solution from Microsoft.  You can restrict access to confidential or sensitive portions of your data, such as proprietary data or customer credit card information, to directors and managers.  You can also provide each of your users with access to the software features that pertain to their immediate job tasks and restrict access to the remainder of your data and functions.

    Make the Move to Microsoft Dynamics GP. Electronic audit features within Microsoft business solutions will track data changes, as well as control them. With the introduction of forms requesting approvals for certain types of data changes or by creating alerts to notify managers and directors with each occurrence, records maintain their integrity. Record for all data changes can be kept to protect data integrity, ensure compliance, and lessen the chance for human mistake.

    “By using Microsoft Dynamics GP, we have all the insight and reporting tools that we need to work effectively with outside organizations and give them insight into our financial status. We’ve also streamlined the effort of producing monthly, quarterly, and annual reports. What’s more, the security features of our hosted Microsoft technologies are fantastic. We can easily set the proper controls so that only authorized persons can change certain records and confidential patron or donor information, such as credit card numbers, is safe from unwarranted viewing.”- Connie Silverman, Controller at Kauffman Center for the Performing Arts comments

    Making the move from Quickbooks to Dynamics GP is easy. Based on your needs, simply choose the Core Package or the Advanced Package and we’ll take it from there! You’ll be up and running in no time. Take control and protect your data with Microsoft business solutions. See how Microsoft can transform the way you work by viewing this short video.

    Join us next week when we explore the next growing pain: Your business isn’t moving forward when you keep looking back. It’s easier and more affordable than you might think.

    This blog series addresses some of the common signs businesses like yours are outgrowing QuickBooks and how a business solution from Microsoft helps keep you on the path of growth. If you missed the previous postings, you can view them here:

    Growing Pain #1: The Rubber Bands Holding Your Business Together Are Keeping You Up at Night

    Growing Pain #2: Managing the Books and Cash Flow Isn’t As Easy As It Used to Be