Automated audit trails
and audit reports
Audit trails are generated automatically for the documents processed in ApprovalMax and also stored in the product. They contain all authorisation decisions and exceptions that have occurred, including comments, delegations, rejections and other details.
On completion of the approval workflow, an audit report is created for each approved document and automatically attached to it in the general ledger, where the audit reports can be viewed without having to log into ApprovalMax.
ApprovalMax enables the detection of potentially fraudulent scenarios, for example, if a document gets approved directly in the general ledger (when applicable) having bypassed the predefined approval process, or if changes are made to an already approved document. In such cases, notifications are automatically sent to the responsible administrators.
ApprovalMax provides a number of pre-built reports as well as the option to quickly create new reports using various filters. All reports can be printed out or exported in CSV format. Depending on which general ledger ApprovalMax is connected to, pre-built reports include the following information:
- Purchase orders pending approval
- Bills pending approval
- Purchase orders approved this month
- Bills approved this month
- Potential fraud detected
The search feature finds any finance document by using multiple search criteria: document type (purchase order, bill, sales invoice, etc.), document status (e.g. open, rejected, approved, cancelled) and other document-specific parameters like supplier, purchase order number, purchase order requester, batch payment requester, account/category and item.