Auditor, more than Fraud Protection in Microsoft Dynamics GP

May 7, 2015

Auditor was designed to track changes in Microsoft Dynamics GP, such as when someone adds, deletes, or just changes a record. And, that is why most customer prospects are looking for: fraud protection. But, Auditor can do more than that.

Procedural Clarification:
Auditing tools can help verify your procedures within your company.  For example, let’s say you put a new process in place where going forward the ‘Customer PO Number’ field on the Sales Transaction Entry window is now required.  You can use Auditor to track the field, during the process implementation and everyone gets into the habit of entering it.  Then, you can use SmartList to check by user and/or date if the field is being updated.

For example, at Rockton Software, we had an issue with users following different procedures. Customer Contact kept changing. Sue said she changed the company’s contact every other day, and she did not understand why the save hadn’t been working. We set up an audit on that field and were able to check the audit logs, thus, realizing Jane, our Internal Accountant, was changing it back. We had the audit log to show that Jane and Sue kept undoing each other’s work, toggling the contact name back and forth. This allowed us to set a specific procedure.

Performance Evaluation:
Auditor can also be used as a performance evaluation tool.  You can easily track the quantity and accuracy of the transactions being entered. Simply setup an audit to track newly created records on a work table (example:  adds on the SOP10100 – Transaction Work Table).  Again using SmartList sort by user to determine how many transactions each user is entering. 

You can also track changes or voids to the transactions and when doing so require the user to enter a note.  Then review the audit information to determine if changes or clarifications in procedure need to be addressed.

Find mysterious changes to data by simply setting up an audit to track the field(s) in question. Use Auditor’s notification features and have an email or an alert automatically sent to the system admin when the field has been changed. They can then use this information to work with the user making the changes to understand the exact steps they are performing in the system and continue troubleshooting from there.

Long and Short-Term Memory Tool:

Yes, you read that correctly. Tracking changes on highly sensitive data doesn’t only have to be for Fraud Prevention.  It can also be a tool to help you recall and/or investigate prior data changes. For example, you get to the end of the year, and you are wondering why an employee’s deduction on their salary appears to be incorrect.  If you are tracking changes made to the employee Paycode record, you could refer back to the audit log to see if, when, and who made the change.

In addition to helping you with Fraud Prevention or implementing your SOX requirements, Auditor can do so much more for you.

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