Guides

When an invoice changes unexpectedly, a document is deleted, or an accounting figure does not look right, business owners need to understand what happened before deciding what to do next. In AutoCount Accounting, you can start by checking the document’s created or modified date and time, along with the associated user information where available. For a deeper investigation, the Audit Trail function can help you review recorded system events. However, investigating problems is only one part of good accounting control. Setting appropriate user permissions and locking completed accounting periods are important steps to help prevent unauthorised or accidental changes. 1. Start by Checking the Document Details When an accounting issue is reported, begin with the document involved. This could be a sales invoice, purchase invoice, payment entry or another transaction. Check the available document information, including: These details help narrow down the investigation. For example, if a document was modified after the accounting team completed its checks, you can use the recorded time and user information to decide what to investigate next. Remember that the user shown is the account associated with the activity. It does not automatically prove who was physically using the computer or whether the change was improper. 2. Use Audit Trail to Investigate Recorded Events AutoCount Accounting’s Audit Trail for reviewing recorded events involving supported records and transactions. Depending on the version and configuration, event information may include actions such as creating, editing, cancelling, deleting or printing records. The function includes search criteria and filters to help narrow down results. It also included an Event Message that provides information about a selected event. A general investigation process is: The exact menu names, event details and access requirements may differ between versions. Check the help documentation for your installed version if the screen or available options are different. 3. What Issues Can Audit Trail Help Investigate? Unexpected invoice changes If a sales or purchase invoice has changed unexpectedly, check the available event information and compare the recorded details with the current document and supporting evidence. Cancelled or deleted documents Where the relevant events are recorded, Audit Trail may help you investigate document cancellation or deletion. Review the event information available, including the associated user and date or time where recorded. Unusual transactions or accounting differences When an accounting figure does not match the expected result, use the event history to help narrow down when a relevant record may have changed. Then compare the transaction with accounting reports, ledgers and supporting documents. Security-related activity Audit Trail may also be useful when investigating sensitive system activity, depending on the event types supported by the installed version and configuration. Examples to verify include login activity, SQL execution, code changes and approval-related events. Do not assume that every AutoCount Accounting installation records all these event types or displays the same level of detail. Confirm the available event categories in your own system. Audit Trail is an investigation aid, not proof of misconduct by itself. Assess recorded events alongside the business reason, supporting documents and relevant system settings. 4. Set User Permissions Before Problems Occur Not every employee needs access to every accounting function. Billing staff may need to create invoices, while sensitive administrative functions should be limited to authorised personnel. AutoCount Accounting provides user access-right controls. The exact controls available depend on the version, modules and configuration. Review permissions for functions such as: Follow the principle of least privilege: give each user the access needed to perform their job without granting unnecessary authority. Review permissions when employees change roles or leave the company. Where practical, use individual user accounts rather than shared accounts. This makes recorded activity easier to associate with the relevant account and investigate. 5. Lock Completed Accounting Periods One of the most important accounting controls is to restrict changes to periods that have already been checked and finalised. AutoCount Accounting provides period-locking controls that allow users to lock individual months once they are completed or lock an entire financial year after the accounts have been audited. This helps prevent further entries or changes to transactions within the locked period, preserving the integrity of the accounting records. A practical month-end process is: Exception settings allow users to control which document types and actions, such as creating new documents or amending existing ones, are permitted after an accounting period has been locked. These permissions can be configured according to business requirements and the financial impact of each function. For example, quotations and sales orders may be allowed to be amended, while cash book transactions that affect bank balances remain restricted to protect the accuracy of financial records. Frequently Asked Questions What is Audit Trail in AutoCount Accounting? Audit Trail is a function for reviewing recorded events involving supported accounting records and documents. The event types and level of detail available depend on the installed version and configuration. Can Audit Trail show who edited or deleted a document? It can show recorded events and associated details supported by the system. Edited documentation shows Event Message for additional information. Can every AutoCount user access Audit Trail? Not necessarily. Access depends on the user permissions and system configuration. Review access rights and limit sensitive functions to authorised personnel. Does Audit Trail prevent users from changing accounting records? No. Audit Trail helps investigate recorded activity. User permissions and period-locking controls are separate preventive measures. Why should completed accounting periods be locked? Locking a completed period helps prevent further entries or changes within the locked scope. This reduces the risk of accidental or unauthorised changes after the accounts have been checked, subject to the configured controls and exceptions. Does every AutoCount version record SQL execution, code changes and approval events? Do not assume that every version or configuration records all these event types. Check the available event categories in your installation and consult AutoCount support or your implementation partner if you need to confirm specific security logging capabilities. Conclusion When an accounting document changes unexpectedly, start with the available created and modified information to … Read more

Financial reports help business owners, accountants and managers understand how a business is performing. However, reading the figures alone is not enough. You also need to understand what the figures mean, identify changes and investigate unusual amounts. AutoCount Accounting provides financial reports that help users review income, expenses, account balances and business performance. By learning how to read these reports and trace figures back to their transactions, you can make better-informed business decisions. Note: Financial Report Names in AutoCount AutoCount can use new financial reporting standards (FRS) terminology: To use the traditional terms, go to Tools → Options and uncheck Use new financial reporting standards (FRS) terms. Available options may vary by version or configuration. 1. Understand the Main Financial Reports Different reports answer different questions. Start by understanding what each report tells you. Profit & Loss Statement The Profit & Loss Statement, also known as the Statement of Comprehensive Income when FRS terminology is enabled, shows income and expenses over a selected period. It helps you understand whether the business made a profit or loss. For example, a simplified monthly report may show: Item Amount Sales revenue RM100,000 Cost of sales RM55,000 Operating expenses RM27,000 Net profit RM18,000 These illustrative figures show RM18,000 in net profit after deducting the listed costs and expenses. Higher sales do not always mean higher profit. If expenses increase faster than revenue, the business may earn less profit even when sales improve. Balance Sheet The Balance Sheet, also known as the Statement of Financial Position when FRS terminology is enabled, shows the business’s financial position at a specific date. It includes assets, liabilities and equity. For example, a business has RM150,000 in assets and RM60,000 in liabilities. If these figures are complete and correctly classified, the difference is RM90,000 in equity. This report helps management understand what the business owns, what it owes and its financial position at that point in time. Cash Flow Statement The Cash Flow Statement shows cash inflows and outflows over a period. It helps you understand how cash moves into and out of the business. A business may report a profit but still face cash flow pressure because customers have not paid their invoices or because large payments are due. Profit and cash flow are different measures. Reviewing both gives you a clearer picture of business performance. Cash Flow Statement availability may depend on your AutoCount edition and installed modules. Trial Balance Report The Trial Balance Report lists general ledger account balances. It helps users review account figures and identify balances that may need further investigation. However, a balanced trial balance does not guarantee that every transaction is correct or that all transactions have been recorded. Further checks may still be needed. 2. Compare Financial Results Between Periods Reading one report gives you a snapshot of performance. Comparing reports from different periods helps you identify trends and changes. For example, consider these monthly results: Item Previous Month Current Month Revenue RM90,000 RM100,000 Expenses RM70,000 RM82,000 Net profit RM20,000 RM18,000 Revenue increased by RM10,000, but expenses increased by RM12,000. As a result, net profit decreased by RM2,000. This shows why you should review revenue and expenses together. Although sales improved, the business earned less profit. When reviewing reports in AutoCount, select the correct reporting period. Where the report and available settings allow, compare monthly or yearly results to identify significant changes. Ask these questions when comparing periods: These questions help turn financial figures into useful information. 3. Investigate Unusual Figures If a figure looks unusual, do not assume it is correct or incorrect immediately. Investigate the details before drawing a conclusion. AutoCount Accounting provides report and transaction-viewing functions that can help you trace figures to individual entries and source documents, depending on the report used. Example: Office Expenses Increased Suppose office expenses were RM4,000 last month but increased to RM9,000 this month. The increase is RM5,000. Before deciding that spending is too high, find out what caused the change. You can: The investigation may reveal a one-off equipment repair, an annual service payment or a transaction recorded under the wrong account. Each situation requires a different response. Use the Ledger Report and Account Details The Ledger Report helps you review transactions for selected accounts and date ranges. It can help explain how an account balance was formed. The Account Details Report can also help you examine account-related information, depending on the report options available in your setup. For example, if supplier-related expenses appear higher than expected, review the relevant account details and transactions to identify which entries caused the increase. You can also export report data to Excel when you need to sort, filter or compare figures in more detail. Refer to the accounting records and source documents before deciding whether an entry needs correction. 4. Check Whether the Figures Are Reliable Understanding a report also means checking whether the figures are based on complete and appropriate records. For example, the Profit & Loss Statement shows a profit of RM18,000. Before relying on that figure, consider whether the relevant transactions have been recorded correctly. Useful checks include: Example: A Missing Supplier Invoice A business owner notices that this month’s expenses seem unusually low. After checking the records, the accountant discovers that a supplier invoice for the period has not been entered. The reported profit may therefore be higher than expected because the expense has not been recorded. The accountant should verify the invoice and record it in the appropriate period according to the business’s accounting procedures. The report can then be regenerated and reviewed. This example shows why reports should be checked against the underlying accounting records. A report reflects the information recorded and the criteria used to generate it. 5. Use Financial Reports to Support Business Decisions After understanding the reports and investigating unusual figures, you can use the information to support business decisions. For example, if revenue has increased for several months but profit continues to fall, management can investigate rising costs and review pricing or spending … Read more

Late customer payments can affect a company’s cash flow. If staff cannot identify overdue invoices quickly, payment follow-ups may be delayed. AutoCount Accounting v2 provides reports and account inquiry functions to help billing and accounts receivable staff identify overdue balances, review customer transactions, send debtor statements, and record payments. Step 1: Identify Overdue Invoices and Check Details AutoCount provides different reports for different purposes. Debtor Aging Report — prioritise overdue accounts Use the Debtor Aging Report to see how much customers owe and how long their balances have been outstanding. The report groups outstanding amounts into aging periods based on the report settings. This helps staff identify accounts with older overdue balances and decide which customers need follow-up first. Use it when: You need an overview of overdue accounts and want to prioritise payment follow-ups. Outstanding A/R Invoice Report — check unpaid invoices Use the Outstanding A/R Invoice Report to review individual invoices that have not been fully settled. It helps staff check invoice numbers, dates, customers, and outstanding amounts, depending on the available report options. Use it when: You need to identify the specific invoices that remain unpaid. Practical tip: Start with the Debtor Aging Report to identify accounts that need attention. Then use the Outstanding A/R Invoice Report and customer account details to verify the invoices and balances. Step 2: Send a Debtor Statement The Debtor Statement Report provides a summary of a customer’s account transactions over a selected period. It helps customers review invoices, payments, and outstanding balances. In AutoCount Accounting Desktop, open AR > Debtor Statement Report, select the required date range and debtor or debtors, and generate the statement. Review the details before sending it. Send statements using Batch Mail Where supported and configured, the Batch Mail function allows staff to send debtor statements to multiple customers by email. AutoCount Accounting v2 version 2.2.33.50 introduced support for Email Message Templates in Batch Mail within the Debtor Statement Report. Staff can save frequently used email messages and select a suitable template when sending statements. Examples include: Templates reduce repeated typing and help staff use consistent wording. Before sending, check the recipient list, email message, statement period, and attachments. Follow up with the customer If payment remains outstanding, follow up by phone or email according to your company’s credit policy. Confirm the expected payment date and record the outcome using your normal process. Step 3: Record Customer Payments Correctly After receiving payment, record it using the appropriate A/R Receive Payment function and knock off the receipt against the correct invoice or invoices. Correct allocation helps ensure that outstanding balances reflect the customer’s payment accurately. If a receipt is recorded but not matched to the relevant invoice, the invoice may continue to appear outstanding. After saving the receipt and completing the allocation, run the relevant report again to confirm that the outstanding balance has been updated correctly. If the balance is still incorrect, check the invoice, receipt, and knock-off details. Conclusion Tracking overdue customer invoices is easier when each AutoCount function is used for the right purpose. Use the Debtor Aging Report to prioritise overdue accounts, the Outstanding A/R Invoice Report to check individual unpaid invoices, and customer account inquiry to verify transaction details. Send debtor statements and follow up when necessary, then record and allocate payments after they are received. A consistent process helps staff maintain accurate customer records, reduce missed follow-ups, and manage accounts receivable more effectively.

Does your physical stock match the quantity shown in AutoCount? Stock differences can happen because of wrong entries, damaged goods, missing items, or stock movements that were not recorded correctly. For purchasing staff, accurate stock records are important. They help the company plan purchases, avoid shortages, and reduce excess stock. AutoCount Accounting Desktop has a Stock Take function that helps users compare physical stock with system records and prepare stock adjustments. 1. Plan a Stock Take Date Before starting, choose a cut-off date for the stock count. Sales, purchases, billing, and deliveries can change stock quantities while staff are counting. If possible, temporarily stop stock movements during the count. If the business must continue operating, record all stock movements carefully so the quantities can be checked against the correct date. 2. Filter Items to Make Counting Easier Instead of counting every item at once, divide the stock into smaller groups. Depending on your AutoCount version and setup, you may be able to filter items by: For example, purchasing staff can count one brand or item group first, then continue with another group. This makes it easier to assign counting tasks and reduces the chance of missing items. 3. Enter the Actual Stock Quantity Open Stock → Stock Take and create a new stock take document. Enter the physical quantity counted for each item. AutoCount compares the counted quantity with the system’s on-hand quantity and calculates the difference. For example: Item On hand quantity Physical quantity Difference Item A 100 98 -2 Item B 50 50 0 Item C 20 25 +5 In this example, Item A has two units less than the system record, while Item C has five extra units. Before posting, check the differences. Recount items with unusual results and investigate possible errors. 4. Post to Adjustment Once the quantities have been checked, use Post to Adjustment in the Stock Take document. AutoCount can create a Stock Adjustment document using the differences calculated during the stock take. Review the generated document and complete the required save or posting step. This is easier than manually calculating each difference and entering it again in a separate Stock Adjustment. For example, if the system shows 100 units but the physical count is 98, the adjustment should reduce the stock by two units. Always confirm the document date and quantities before posting. 5. Keep Stock Records Accurate A stock take is not only about correcting quantities. It can also help the company identify problems in its daily process. After the stock take, review the Stock Balance Report or Stock Card Report to check the updated quantities and stock movements. AutoCount provides these reports for inventory checking and review. Purchasing staff can then use the updated stock balances to plan future orders. The Reorder Advice Report can also help identify items that may need replenishment. Conclusion The Stock Take function helps businesses compare physical stock with AutoCount records and prepare adjustments based on the differences. The basic process is simple: Regular stock takes, clear procedures, and accurate stock movements can help keep inventory records reliable.

Sometimes, customers ask for an invoice before confirming their purchase. They may need the document for internal approval or to start their payment process. For accounts staff using AutoCount Accounting v2, this can be a problem. A saved sales invoice may post to the General Ledger, even when the customer has not confirmed the transaction. Here are three ways to handle this situation. 1. Use a Quotation or Sales Order Instead of issuing a sales invoice, create a quotation or sales order. These documents do not create General Ledger entries. They can also be transferred into later sales documents to reduce repeated data entry. If the customer requests a proforma invoice, you may consider creating a new template design with the title “Proforma Invoice” (replacing title Quotation or Sales Order) provided the document is clearly identified and meets the customer’s requirements. However, changing the document title does not change the actual type of the document. 2. Save the Invoice as a Draft If your AutoCount setup enabled a draft or approval workflow, you can consider using it while waiting for confirmation. A draft watermark helps users identify that the document is not final. However, you should check whether saving the draft creates any accounting entries in your installed version. Also confirm who can approve the invoice and what happens after approval. 3. Control General Ledger Posting AutoCount has posting controls that determine whether a transaction affects the General Ledger (GL) or stock. Before saving the invoice, you can adjust these settings. If you do not want the invoice to be posted to the GL, simply uncheck the GL posting option. If an invoice has already been posted, do not unpost it without checking the consequences. This may affect accounts receivable, stock records, reports, or related transactions. Follow your company’s procedures and make sure any changes are properly authorized and checked. Improve Coordination Between Sales and Accounts Sales staff may need a document to help secure an order, while accounts staff need to ensure that transactions are recorded at the correct time. To avoid confusion, companies should: Conclusion Not every document requested by a customer needs to be a final sales invoice. For unconfirmed transactions, start by considering a quotation or sales order. Draft workflows and General Ledger posting controls may also help, but their behavior should be checked in your AutoCount setup. A clear process between Sales and Accounts helps reduce premature postings and keeps financial records more accurate.