Audit Report
The Audit Report is an automatic health check of your data and account security. On a single screen, with color-coded indicators, it shows you which areas need your attention: from users who can sign in without two-factor authentication, to unreconciled bank accounts, negative inventory balances, or transactions posted with an incorrect exchange rate.
What is it and what is it for?
As a company grows and uses the system every day, small oversights tend to pile up: a bank account nobody has reconciled in months, a user group without two-factor authentication, an item whose cost went negative because of a data-entry mistake. None of these issues stop day-to-day work, but they can distort your financial reports or expose your account to security risks.
The Audit Report exists so you don't have to hunt these problems down one by one: it brings them all together on a single screen, grouped by topic, with a count, a color (green, orange or red) showing how urgent it is, and a direct link to the screen where you can fix it.
It isn't a document that gets saved or that creates accounting entries: it's a snapshot of the current state of your data, which you can reopen at any time to confirm you've resolved what was pending.
What the report checks
| Section | What it measures |
|---|---|
| Security | Users who can sign in without two-factor authentication (MFA), the number of administrator users with access, and users with access who haven't logged in during the last 60 days (or never have). |
| Data quality | Bank accounts more than 45 days without a reconciliation (including those never reconciled), items with negative stock in any location, items with negative cost, items with no stock that still carry cost, fixed assets that have never been depreciated, and transactions posted with an incorrect exchange rate. |
Some of these checks only appear if your company uses the corresponding module (for example, the banking section only shows if the Accounting module is active, the items section only if Inventory is active, and the depreciation section only if Fixed Assets is active). The incorrect exchange-rate check looks for accounting transactions in a currency other than their subsidiary's (or your company's) posted with a rate of 1; it doesn't flag currencies worth the same as your local currency.
How to use it, step by step
- Open Audit Report from the Reports menu. You need at least browse-level access to the "General Journal" permission to open it.
- Check the Result column: it's a number you can click to jump directly to the screen where those records come from (for example, the user groups list or the stock report).
- Look at the Status column: green means everything is fine, orange is a warning worth reviewing, and red is something important that's recommended to fix soon.
- Read the Notes column to understand why that item was flagged as a warning or as important, and what action is suggested.
- Click the highlighted number to go fix the issue (for example, turning on two-factor authentication for a user group, or reconciling a pending bank account).
- Reopen the report whenever you like to confirm the indicator has turned green.
How to read each indicator
| Indicator | What a high value means |
|---|---|
| Users who can sign in without MFA | Any value above zero is flagged in red. It counts users with access (even if marked inactive) who belong to at least one group without two-factor authentication and don't have it turned on for their own user: they can sign in with that group without the second factor. Groups with no users don't count. |
| Administrator users | Flagged in orange if you have more than 5 users with access and administrator privileges; it's recommended to limit that privilege to only the people who truly need it. Users without access don't count; users marked inactive do, because sign-in doesn't check that field. |
| Users who haven't logged in for 60 days | Flagged in orange; it includes users with access who have never logged in (except those created in the last 60 days) and users marked inactive who still have access. Worth checking whether those accounts are still needed or should be disabled. |
| Bank accounts more than 45 days without a reconciliation | Flagged in orange, and the notes say how many have never been reconciled; an unreconciled account can hide differences between your books and the bank. Only active, non-parent bank accounts are checked; an account created in the last 45 days isn't required to be reconciled yet. |
| Items with negative stock | Flagged in red. It's checked per location: an item with negative stock in one location shows up even if its total is positive. It usually points to sales recorded before the matching purchase, or pending adjustments or transfers. |
| Items with negative cost | Flagged in red; it counts items with positive stock and a negative total cost (with negative stock a negative cost is expected and already shows in the previous indicator). It distorts your cost of goods sold. |
| Items with no stock but remaining cost | Flagged in orange; it counts items with zero stock that still carry cost (1 or more). That cost stays in the inventory value without units to back it; it's usually caused by adjustments or returns with a different cost than the issue. |
| Fixed assets never depreciated | Flagged in orange; check whether those assets should be generating monthly depreciation. Only active fixed assets that the depreciation process picks up (with a purchase value and a depreciation period) and were bought before the current month are counted. |
| Transactions with an incorrect exchange rate | Flagged in red; lists the 20 most recent affected transactions with a direct link and says how many more there are. A rate of 1 on a foreign-currency transaction is almost always a data-entry error. |
Availability and permissions
- Access is controlled by the "General Journal" permission of your user group; at least browse-level access is required.
- The Security section (MFA, administrators and user sign-ins) is only shown to users signed in with an administrator group.
- The banking section only appears if your company has the Accounting module active.
- The items section only appears if your company has the Inventory module active.
- The depreciation section only appears if your company has the Fixed Assets module active.
- This screen is enabled through a feature your provider turns on for your account; if you don't see it available, request that it be enabled.
- If your company doesn't have the Accounting module, the report is in the Administration menu.
Tips and common mistakes
Check it regularly, not only when you suspect a problem. It's a quick way to catch forgotten bank accounts or users who shouldn't have access anymore before they become a bigger issue.
Prioritize what shows up in red. Red indicators usually affect the accuracy of your financial reports or your account's security directly; orange ones are important recommendations, but less urgent.
Don't see the banking, items, or fixed assets section? That's expected: those sections only show up if your company has the corresponding module active.