Audit Trail Report Options
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The Audit Trails menu provides options you can use to audit additions and changes to your ledgers. These options enable you to generate both audit trail and transaction analysis reports on activities related to your General Ledger, Expenditure Ledger, Revenue Ledger, and Project Ledger.
The options on the Audit Trails menu generate two types of reports:
Audit Trail | Detail reports for verifying ledger information and ensuring that accounts are in balance. |
Transaction Analysis | Detail reports for examining specific transactions. |
For the standard procedure for generating reports from the Audit Trails menu, refer below to the Procedure section.
Menu Path: Fund Accounting > Reports > Audit Trails > select an option
Menu Options
Audit Trail Reports
The following options generate reports for the period you specify:
Expenditure Audit Trail | Shows encumbrances, expenditures, and budgeted amounts in the Expenditure Ledger. |
General Ledger Audit Trail | Provides a listing of the debits and credits recorded in the General Ledger. |
Revenue Audit Trail | Generates a report on the receivables, receipts, and budgeted amounts in the Revenue Ledger. |
Project Audit Trail | Lists the expenses, encumbrances, receipts, receivables, and budgeted amounts stored in the Project Ledger. |
The pages for these options include a Sort item for defining a report's sort order, totals, and page breaks. For details on this item, refer to the Sort Item section.
Transaction Analysis Reports
The following options enable you to access a single transaction, group of transactions, or all the transactions in a particular ledger.
Expenditure Transaction Analysis | Lists transactions recorded in the Expenditure Ledger. |
GL Transaction Analysis | Generates a detailed report on the transactions recorded in the General Ledger. |
Revenue Transaction Analysis | Provides details on the transactions recorded in the Revenue Ledger. |
Project Transaction Analysis | Generates a detailed listing of transactions recorded in the Project Ledger. |
Report Features
The reports include several features that help you identify transactions and troubleshoot problems.
Transaction Codes
All reports include transaction codes in their T/C columns to identify the types of financial transactions that occurred. These system-generated codes include:
11 - Post Expenditure Budgets
12 - Post Revenue Budgets
13 - Adjust Expenditure Budgets
14 - Adjust Revenue Budgets
15 - Post Project Budgets
16 - Adjust Project Budgets
17 - Add Encumbrances
18 - Change Encumbrances
19 - Journal Entries
20 - Manual/Void Checks
21 - Accounts Payable
22 - Payroll Interface and Manual Payroll
23 - Receivables
24 - Receipts
25 - Expenditure Budget Transfer
26 - Revenue Budget Transfer
27 - Project Budget Transfer
Out of Balance Conditions
All reports warn you when an account's beginning balance does not equal its ending balance, after transaction amounts are added or subtracted. If an account is not in balance, the message **OUT OF BALANCE** appears beneath it. For assistance in determining the amount of the discrepancy and tracing the condition's source, contact PowerSchool support.
Including Notes
The four audit trail reports provide a checkbox for including notes from a ledger's transactions. If a transaction in a report has an asterisk to its left, then the ledger record includes notes. The notes are listed in the Transaction Notes report generated after the audit trail report. The ID Numbers in this report correspond to the Reference Numbers from the audit trail report.
Sort Item
Pages for all audit trails options, except General Ledger Audit Trail, have a Sort item for defining a report's sort order, totals, and page breaks.
You can enter or change settings in the page's first three columns, while the fourth column, Title, is display only. The columns include:
Order | Defines the report's sort order, using the distribution levels in the Title column. Enter 1-8, depending on how many levels are in the Organization Chart and how many sort levels you want to use. |
Total | Defines the totals for distribution levels. Totals can only be applied to levels used for sorting. Enter an asterisk to indicate that you want to include a total for a particular level. |
Page | Defines additional page breaks. Page breaks can only be applied to levels used for sorting. To add a page break for a distribution level, enter an asterisk. |
Title | Lists the distribution levels set up in your Organization Chart. The titles enclosed in asterisks are defined in the Fund Accounting Profile, while the titles shown in all capital letters are system-defined in the Account List. |
When you enter a number in the first column and tab through the other two fields (with or without entering asterisks), the system re-orders the list accordingly. Also, if you skip a number, the system maintains the proper order by changing the number you entered to the next number in the sequence.
Click OK to save your settings and close the page. The settings remain as the defaults until you either change them again or close the current report option.
Following is the standard procedure for generating reports from the Audit Trails menu.
Generating a Report
- Select Fund Accounting > Reports > Audit Trails.
- Select an option to display a report page.
- In the pages for audit trail reports, use the Sort item on the Action Bar to display the Sort Order page, where you can customize a report's sort order. You can also specify additional totals and page breaks. For details, refer to the previous section.
- In the page's Report Criteria section, identify the records to include in the report.
If you are generating a transaction analysis report, skip to Step 6. - In the Additional Criteria section of audit trail report pages, enter the year and period information, and then select the desired checkboxes.
This section applies to all audit trails report pages. The section's checkboxes depend on the report option selected, except for the Include Notes checkbox. This field, which is used to produce a separate Transaction Notes report, applies to all audit trails report options. - Click OK.
- In the Print window, specify how you want to generate the report, and then click OK.
- If you are generating an audit trail report and selected the Include Notes checkbox, another Print window displays for the Transaction Notes report. Repeat Step 7.