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Mark Rockwell, Rockton Software

Beyond Fraud: Why Auditing is So Important


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When people think about auditing Microsoft Dynamics GP, many customers picture FBI-style interrogators searching the audit logs to point out all ill-intended crooks who are stealing money from their company.  In our experience, fraud prevention and detection might be a good starting point to implement an auditing tool, but rarely is this what makes the magic of auditing valuable long term.

 

Auditing Software provides four other key tangible benefits:

 

Data Backup

Have you ever hit your keyboard by accident and wiped out some field? Imagine you are in Microsoft Dynamics GP with a transaction window open, receiving a phone call, and bumping your keyboard along the way. After your call, you come back to Microsoft Dynamics GP and close the transaction window . . . what do you get? A message saying, Do you want to Save or Delete this Transaction? Your only reasonable option is to hit Save, even though you weren't editing something in the first place. Fast forward a few days . . . you discover that your transaction has gibberish in a key field! If you have an auditing tool in place, you can visit your audit log to restore your information.

 

One of our customers in the healthcare industry, with locations in 15 different states, notes that the number one reason they use Rockton Software’s Auditor is to “track changes deemed high risk areas.”

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Procedural Clarification

At Rockton Software (www.rocktonsoftware.com), we ran across two employees scratching their heads on why the Customer Contact in Microsoft Dynamics GP kept changing. Adrienne was complaining that she changed the company’s contact every other day, and she did not understand why the save hadn't been working. We were able to check the audit logs, thus, realizing Diane, our Internal Account, was changing it back. We had a good laugh because we had the audit log to show that Diane and Adrienne kept undoing each other’s work, toggling the contact name back and forth. Ultimately, we were able to have the two of them talk about why they were making the changes, then they came up with an improved procedure on what our system data means and how to use it.

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Performance Evaluation

Here is a clever idea. Ever wonder how productive a certain employee is? With Auditor you can audit one person and track how many new transactions they make. You are able to view your audit log on a daily basis.

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Troubleshooting

Time and again we run into customers who have customizations that are behaving irrationally. Auditing can do wonders for tracking when and where there is a problem occurring. In the case of bad data, you can email or alert a system administrator with a pop-up message; the system administrator can go to a person’s computer right away and ask them what steps they took to create the issue.

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If you haven’t considered auditing before, you should consider giving Auditor a chance. Not only do we track changes to data, we have alerting systems to notify when audits happen, and the ability to selectively audit specific people or companies. It is easy to configure and provides many added benefits.

 

Dennis L. Day, LKA’s Chief Consultant, described Auditor as “very intuitive to setup, however, the ease of reporting is the most important thing to our clients. Since Auditor uses SmartList reporting, our clients are able to quickly analyze the data changes needed for their organization whether it is information on new hires, changes to employee’s pay, who added a new chart of accounts, or who added or modified a vendor account.”

 

Take the Audit Challenge!

Rockton Software is offering FREE trials of Auditor. Contact us to see what it can do or challenge your existing auditing program side-by side. To receive FREE trial keys, email sales@rocktonsoftware.com or call us at 877-476-2586. Mention the Audit Challenge and Offer Code: GPOMWIN and we’ll send you a free gift!

 

Written By the Sales and Marketing Team at Rockton Software, a Microsoft Dynamics GP Add-On Partner.

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