Weak Audit Trails – Outgrowing QuickBooks Part 3

When good-enough is no longer good enough it’s time for change.  QuickBooks used to be good enough for your business management solution, but as your business grows you want a solution that is as dynamic as your business.  You want a solution that exceeds your expectations, not one that puts your company at risk with weak audit trails and lack of insight.  So we created a list of ways you might feel the crunch when outgrowing QuickBooks and we will be rolling them out in this blog series.  So far we have talked about

  1. The QuickBooks workaround runaround
  2. Lack of Financial Insight in QuickBooks


In this installment we will take a look at weak audit trails in QuickBooks.  When mysterious changes in the books need to be accounted for, but many basic accounting programs, QuickBooks included, allow any user to login and edit data as needed, without any restrictions or an audit trail.  Unless you can memorize every number in the book, even the smallest changes can create big problems with accuracy.  Making confident business decisions is impossible when you are using data you can’t depend on.

Weak Audit Trails

If you can’t bring someone to answer for the changes made in your QuickBooks program, then you may be putting your business at risk of being audited.  In addition, not having insight into certain decisions makes it difficult, if not impossible, to verify the reasons for the changes or the integrity of the resulting data.  You know you’re outgrowing QuickBooks when you can’t trust 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.

Electronic audit features within Microsoft business solutions will track data changes, as well as control them to create a complete trail of changes.  With the introduction of forms requiring 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 maintained to protect data integrity, ensure compliance, and reduce the chance for human error.

Join us nest time when we will be talking about how your business isn’t moving forward when you keep looking back.

Check out myGPcloud to learn more about our unique cloud-based Microsoft Dynamics GP environment, take a free Dynamics GP test drive or read more about hosted Dynamics.

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