The Company Data Auditor can be found in MYOB in the Accounts Command Centre. It is a very useful tool and I strongly recommend that you run it prior to preparing any BAS or your end of year reports. It will not pick up every error that has been made, but it will certainly go a long way to pointing out to you many possible errors that may have been made, and give you the chance to fix them before preparing a BAS or financial reports.
Below is a brief summary of the Company Data Auditor and some of its checks, to assist you.
1. COMPANY FILE OVERVIEW
Check that the file has been backed up and verified recently and that it has up to date tax scales.
You can also see the file name, its release version, where the file is located and whether it has been locked, in this section.
2. ACCOUNT RECONCILIATION REVIEW
Check that you haven’t forgotten to reconcile any accounts, including Bank Accounts, Credit Cards, and Clearing Accounts. It is also advisable to reconcile other accounts such as Deposits, Loans & Hire Purchases, ATO Integrated Client Account etc.
If any have not been reconciled you can reconcile them from this screen by highlighting the appropriate account and choosing “Reconcile Accounts” at the bottom.
3. TRANSACTION REVIEW
Enter the START date as the 1st day of the period you are checking and enter the END date as TODAYS DATE.
Choose “Run Review”.
Note: Prepaid Transactions are only a problem if it crosses BAS/Financial Year periods. Check each Prepaid Transaction by drilling into it from the report and choosing “HISTORY” from the bottom right of the transaction. Make sure that the Bill Date and the Bill Payment Date are not in two separate quarters. If they are you need to drill into the “Bill” and change the Bill Date to the same date as the Bill Payment Date.
If the two dates are both in the same quarter then you don’t need to do anything with these ones.
Note 2: Future dated transactions are only a problem if they are not supposed to be there. ie. A Cheque that has been accidentally dated a year ahead should not be there and needs to be re-dated whereas a direct debit that has already been recorded a week or two before it will come out is not a problem.
4. TAX EXCEPTION REVIEW
Enter the START date as the 1st day of the period you are checking and enter the END date as THE LAST DATE OF THE PERIOD (ie Quarter/year).
Choose “Run Review”.
Note: In both the Tax Codes Exemptions reports (both Invoices and Cash) what you are looking for is any transaction that has been recorded with a different Tax Code to what is the default Tax Code in the Chart of Accounts. It is important therefore that BEFORE you run the Company Data Auditor, that you check that the default codes in the Chart of Accounts are correct.
When MYOB finds differences in the tax codes there are 3 possibilities.
1. The entry was purposely recorded with a different tax code to normal. For instance an expense that usually has GST in it and so has the default tax code GST in the Chart of Accounts, has been purchased from a supplier not registered for GST. Therefore in this case the tax code FRE has been used.
If this is the case you do NOTHING with this transaction. It is correct and needs to be left alone.
2. The entry has been accidentally recorded with the wrong tax code. You can drill into the transaction from the report and fix it.
3. The Tax Code that has been used in the Transaction is correct but the Default Tax Code in the Chart of Accounts is not correct. This can occur if someone has set up a new account and not recorded the default tax code correctly.
To fix this, minimise the Company Data Auditor and go to the Chart of Accounts. Find the offending Account and edit it and change the Tax Code to the correct Tax Code.
When you go back to the Company Data Auditor and run the Review again, this transaction will not appear this time.