QuickBooks Audit Trail – helps to fight against internal fraud

I went for a QuickBooks service; this user asked me why the amount for one of the account in his current Profit and Loss report was different from the report he printed in early November 2009?

On 04 November 2009, he printed a Profit and Loss report for the period from 01 January 2009 to 31 October 2009. When he printed the report, expense account A was having an amount of $33,000.00; but now (14 December 2009), when he printed the Profit and Loss report from QuickBooks again; the expense account A was left with only $28,000.00. So why was there a different of $5,000.00 in this expense account A?

Did anyone edit his account?

How to trace the changes made in the transaction in QuickBooks?

QuickBooks does have an Audit Trail feature to track the changes made in the transactions. For QuickBooks 2007/08 (Asia) version or earlier, Audit Trail feature can be turned on from the Accounting Preferences. As for QuickBooks 2009/10 (Asia) version, this feature was by default being turned on (User cannot turn it off, this is part of the accounting control feature).

From the Audit Trail report, user is able to trace the changes made to the transaction or deleted transaction. From my customer’s Audit Trail report, a Journal transaction with the amount of $5,000.00 was being deleted off. Although it may slightly slow down the QuickBooks performance (as QuickBooks need to record all the changes made into the Audit Trail log file), it is a good form of internal accounting control. Besides picking up mistake made by the user or allows user to ‘manually’ restore the transaction (physically re-enter the transaction if it was being deleted off); it helps to reduce the internal fraud within the company.

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