Audit Trail

What is an audit trail?

An audit trail is a chronological record of all financial transactions and activities that occur within an organization. It’s a critical tool to ensure the accuracy and integrity of financial data, and for detecting and preventing fraud. Audit trails must be comprehensive and tamper-proof in order to be effective.

Table of Contents

Audit Trail

Purpose of an audit trail.
Automated audit trails.
What you will expect to see in an audit trail.
Benefits of an audit trail.
Implementing an audit trail.
What makes a good audit trail?
Example of an audit trail in financial operations.
How Airbase helps with audit trails.

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Purpose of an audit trail.

The primary purpose of an audit trail is to provide a clear and accurate record of all financial transactions and activities.

This information can be used in several accounting tasks like reconciliations, preparing reports, finding discrepancies, detecting and preventing fraud, and providing evidence of compliance with regulatory requirements and internal policies to management or in an audit.

Automated audit trails.

Historically, audit trails were created by hand and typically consisted of paper records, such as invoices, receipts, and bank statements. Manual audit trails are time consuming to create and difficult to maintain, and they are more susceptible to errors and tampering.

In a digitized era, automated audit trails are created electronically and are typically integrated with financial accounting systems.

Automated audit trails are more efficient and accurate than manual audit trails, and they are less susceptible to errors and tampering.

What you will expect to see in an audit trail.

An effective audit trail should include the following elements:

Date and time of transaction.
Description of transaction.
Amount of transaction.
Username of user who initiated the transaction.
Approver of transaction (if applicable).
Audit log of all changes made to the transaction (if applicable).

Benefits of an audit trail.

Audit trails offer a number of benefits for organizations and their financial operations. The most important of these is improved accuracy and integrity of financial data:

Audit trails help ensure that financial data is accurate and complete. Clean financial data is needed to make important decisions about the organization, such as budgeting and forecasting.

An audit trail also helps reduce the risk of fraud. An audit trail can help to detect and prevent fraud by providing a record of all financial transactions and activities. This record can be used to identify unusual or suspicious activity.

Finally an important benefit is enhanced compliance. Organizations must comply with regulatory requirements and with internal policies. An audit trail provides evidence of compliance with policies that can be used in a formal audit or in reporting to management.

Many regulations require organizations to maintain audit trails of their financial transactions and activities.

Implementing an audit trail.

When implementing an audit trail, it’s important to consider the following factors:

The size and complexity of the organization will determine the type and scope of the audit trail that is needed.
The industry in which the organization operates: Some industries have specific regulatory requirements for audit trails.
The budget of the organization: Automated audit trails can be expensive to implement and maintain.

What makes a good audit trail?

A good audit trail is comprehensive and should capture all financial transactions and activities, regardless of how they are initiated or processed.
It will be protected from unauthorized access and modification so that it is secure. This may involve using encryption, access controls, and other security measures.
It is referred to and relied upon. The audit trail should be reviewed on a regular basis to identify any unusual or suspicious activity.
It will be tested periodically to ensure that it is working properly.

Audit trails are an essential tool for ensuring the accuracy and integrity of financial data, as well as for detecting and preventing fraud.

Organizations of all sizes should implement and maintain effective audit trails to protect their financial assets and comply with regulatory requirements.

Example of an audit trail in financial operations.

The following is an example of the purchase order (PO) process and then the audit trail that should be created from these actions.

The employee creates a PO.
The PO is approved by the manager.
The PO is sent to the supplier.
The supplier ships the goods and sends an invoice to the organization.
The employee receives the goods and enters the invoice into the ERP.
The invoice is automatically matched to the PO.
The invoice is approved by the manager.
Payment is made to the supplier.

The audit trail for this process would include the following information:

Date and time of each step in the process.
Username of the employee who performed each step.
Description of each step.
Amount of the transaction (if applicable).
Approval status of each step.

How Airbase helps with audit trails.

Airbase forms an automatic audit trail for all elements in all purchase transactions for any employee anywhere in the world. This is true whether that purchase is by corporate card, an invoiced payment, or a reimbursement for out of pocket expenses.

All transaction details then sync with the organization’s general ledger. Airbase audit trails are comprehensive and sync to the ERP.