Exporting an Audit File
AN AUDIT FILE IS A FILE THAT CAN BE CREATED BY YOUR ACCOUNTANT/ FINANCIAL ADVISOR WHEN YOUR YEAR-END / MANAGEMENT ACCOUNTS HAVE BEEN FINALISED AND SIGNED OFF.
THIS FILE CONTAINS THE JOURNALS THAT HAVE BEEN ENTERED SINCE GIVING YOUR BACKUP TO YOUR ACCOUNTANT/ FINANCIAL ADVISOR.
THE PURPOSE OF THE AUDIT FILE FACILITY IS TO ALLOW YOU AND THE ACCOUNTANT TO WORK INDEPENDENT OF EACH OTHER.
FOR ANY ADJUSTMENTS THAT ARE MADE, THE ACCOUNTANT CAN PREPARE AN EXPORT OF ADJUSTMENTS ONLY SO THAT THE USER DOES NOT HAVE TO RESTORE A BACK UP OF COMPLETE DATA WHICH WOULD OVERWRITE ANY DATA ENTERED BY THE CLIENT IN THE MEANTIME.
The Export file can be imported (See Audit File (Import)) into your Thesaurus Accounts without affecting the transactions the accounts clerk has entered in the interim.
1) Take a backup (see Backing Up) and give the backup to your Accountant / Financial Advisor.
2) Enter your new Cut-Off Date
When your Accountant/ Financial Advisor is finished finalising your accounts he/she will create the export of adjustments as follows:
ACCOUNTS PRODUCTION > AUDIT FILE (JOURNALS ONLY) > CREATE FILE FOR EXPORT
All entries after and including the starting entry will be included in the export file.
A browse box appears so that you can choose the destination to which the export file will be saved.
The file containing the adjustments is called "Export.dat" and is available to email, save to disk etc. for sending to the client.