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Are Weak Audit Trails Putting Your Business at Risk?

When you make changes or updates to your data in QuickBooks, do you know who submitted those changes, when they were made, or even why they made that change? If the answer is ‘no’ you may be putting your business at risk.

QuickBooks and other entry-level software don’t often employ the security features you may need to protect the integrity of your data or ensure compliance with Sarbanes-Oxley, HIPAA, GASB, or other regulatory standards. As a result, your employees can login to your software, make changes to your data, and you would never know it. What if employees made changes to customer data, rate structures, or financial data without the knowledge or approval of any manager? You may end up missing information, invoicing inaccurately, or worse yet, making changes that could impact your compliance with regulatory agencies which could shut your business down altogether.

Using a more robust enterprise resource planning (ERP) solution, like Microsoft Dynamics® ERP, will give you greater control and protection over your critical and confidential business data. This integrated solution can manage all of your core business operations such as finances, manufacturing, inventory, supply chain, payroll and human resources, and much more. It also offers powerful business intelligence and reporting features that can further support compliance issues. However, what you get with Microsoft Dynamics GP that you don’t get with entry-level solutions is the ability to use security features for different users and user groups. You can permit or limit access to parts of your business data to certain users and permit or limit what they can see or do with that data. Audit trails can be used to note the time, date, and user who made any changes to data, as well as the “before data” and “after data” values associated with that change. This provides insight as to why the data was changed and the opportunity to revert back to the original data if needed. Electronic signatures can be also used to further protect your data, as well as ensure compliance with Sarbanes-Oxley and other regulatory obligations.

The integrity of your data is critical to managing accurate finances, complying with regulations, and running a successful business. Keep tabs on your data, even as changes may be made by employees, and protect your business from risk by using a more powerful ERP solution. Contact OTT, Inc. for more information about the audit trails and electronic signatures offered by Microsoft Dynamics solutions:

By Eric Sheehan, Microsoft Dynamics GP Partner out of Minnesota

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