Auditing mechanism

  • 2
  • Idea
  • Updated 2 years ago
  • Implemented
I entered a batch that contained some negative entries.  I entered these because the entries were originally entered to the wrong activity.  While working on the batch, the program did not warn me about these entries and that they would not be able to be shown on an end of year tax report.  I need such entries to show up for the purposes of being able to produce an audit trail.  

It is very helpful to us if you can see the out and the in if money was posted incorrectly.  I am aware that you can move fund entries, but this does not provide an audit trail.  I am concerned that the program is lacking both a warning during quick posting of negative entries as well as an audit mechanism.

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Linda Howard

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Posted 3 years ago

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Photo of Lorraine Doering

Lorraine Doering, Champion

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I have run into this issue as well. My end-of-year tax letters were ok as long as the net total in an activity was greater than 0 after the negative entry was calculated. For the few that were not, I had to manually adjust the letters. Thanks! Lorraine
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Lisa Berki

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Very valid issue.  Technically we should not be able to delete/change on that Contribution screen.  Everything should be adjusted by a batch. Any correcting batch would be zero but a good audit control.  I know this causes work - but Revenue Canada is very picky when this is what creates Tax Receipts. I know I have change the activity on this screen and made a notation on the Batch report for my audit trail - but it would be cleaner if it was done through a batch. 
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Sue Orlando

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We've been talking about this very thing in our office.  Being a larger parish, we have a number of people that enter batches which leads to room for more error and we were looking for a way to capture the corrections we have to make.  We tried to do a correction batch so that there was an audit trail.  The regular tax report worked fine , but the detailed tax report (end of year statement which lists everything) would never show the correction, so that tax letter would always be overstated.   (FYI...We don't send the detailed tax letter out to the parishioners, but I do have enough families that ask for it after they receive their original tax letter that I don't feel comfortable using the correction batch that we had tried.)

Lisa, we do the same as you, we change the activity and then make a notation on our batch sheet. 
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Debbie Grubbs

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We do correction batches with "0" totals. For example, a parishioner contributes $50 to Stewardship and it should have gone to the Christmas Fund. We do a credit to Stewardship (-) and a debit to the Christmas Fund (+) under that parishioner's name. It shows up on their end of year statements on the ones we print. I use the field - <List: ReceiptHistoryWithDescComts> and it does a detailed list with comments including negative entries. We include the reason for the (-), posted to wrong Fund/Parishioner/Returned check etc. The Move doesn't leave an audit trail but then you cant move between people, just funds on the move. We attach the printout of the date or fund change to the original batch. Below is a copy of what our end of year statements look like. We do a summary followed by detailed list.
Hope this helps,
(Edited)
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Karen Komlos, Official Rep

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We are currently trying to develop a Batch Screen that would make changing batches easier and also keep an audit trail. All of this information is extremely helpful to me for this. Thank you for your comments and explanations.
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Kaitlyn Snook, Employee

  • 136 Posts
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This has been implemented in the 8.2A release on 2-8-18.
For details, check out the release notes.