Strong internal controls and a clear audit trail are essential for any finance team, whether you’re preparing for an external audit, meeting regulatory requirements, or simply making sure the right people have access to the right information. 

This article is intended for finance managers, system administrators and anyone responsible for audit preparation or internal controls within their organisation. 

Our Features

AIQ has a range of built-in features designed to support compliance, giving you visibility over who did what, when, and with what level of access.

Learn how our features can meet your requirements:

• Report Manager: Audit reports available in the Report Manager, including audit trails for the General Ledger, Purchase Ledger and Debtors, approval activity, and changes to supplier bank account details. 
• Transaction Browser: Review edits to individual transactions using the Change Log in the Transaction Browser.
• Two-Factor Authentication (2FA): Protect access to your data. 
• User Management: User Profiles, Roles and Permissions can be used to make sure each user only has access to the features appropriate to their role. 
• Trust Centre: For more information on our approach to security and data protection.

Prerequisites

Ensure that the relevant users have the appropriate menu access in the Maintain User Profile screen. See Create & Manage Users for full details.

AIQ provides a wide range of reports to meet your needs including compliance. If you cannot find the data you are looking for via our reports, please contact your customer success manager or raise a support ticket.

1. Go to Reports.
2. In the Report Manager, search for any of the following:
   • Supplier Bank Account Details Audit Report: AIQ reporting allows you to track any edits made to bank account details, including who made them and before and afters.
   • Approval Listing: AIQ reporting allows you to track the activities of your approvers, including what they approved and when.
   • Debtors Audit Trail
   • General Ledger Audit Trail
   • General Ledger Audit Trail by Dimension Code
   • Purchase Ledger Audit Trail
   • Purchase Commitment Report by Approver (Budget Holder Access Level) 
   • Purchase Commitment by Approver (Use with Budget Holder Approval Only)
3. Filter as required and click View. The report will appear as a separate tab.

See:

📗Report Manager 

📗GL Account Structure Re-Ordering 

📗Approval Workflow Setup 

The Transaction Browser holds detailed records of all transactions made in the system, including any edits made.

1. Go to General Ledger > Transaction Browser.
   
2. Open any transaction that has been flagged as edited and view the details of that edit in the Change Log tab.

See: 

📗Transaction Browser‍ 

📗Amending Transactions 

AIQ has a Trust Centre. Read more about it here:

• Trust Centre | AccountsIQ

AIQ uses 2FA for your online data security.

1. Under your profile, select Manage 2FA.
   
2. Complete the setup process.

See:

📗Two-Factor Authentication (2FA)  

In AIQ users have customisable permissions, meaning they only have access to those features appropriate to their role. User permissions are customised via the use of:

• User Profiles
• User Roles
• Permissions

To assign User Profiles, Roles, and Permissions:

See Create & Manage Users for more details.

1. In the group layer, open the Users tab.
2. Next either:
   • Click on New User.
   • From the Actions dropdown, select Edit.
     
3. In the user's record:
   • From the Profile dropdown, select the relevant User Profile (see ‘Viewing User Profiles’ below).
   • For each assigned entity, User Role (Admin or User) can be updated as required. (see 'About User Roles' below)
   • Set the relevant Permissions by checking the options:
     • Add Client
     • Manage User Profile
     • Activate/De-Activate Clients
     • Manage Integration Applications
     • User can only view Purchase Orders that they created
     • User can update Exchange Rates across Consolidation Groups
     • Users can only view Purchase Orders/Invoices sent to them for approval
     • Re-Assign Client
     • Manage Client Users
     • Consolidation Manager 

About User Roles

Users are initially set as either an Admin or a User. Once entities are assigned, this can be updated on a per entity basis. 

Admins can do the following:

• Unreconcile bank reconciliations 
• Set up approvers 
• Employee Expenses/Employees Listing – Action button becomes available 
• View/Update/change supplier bank account details 
• View/Update/change customer bank account details 
• Re-open closed periods 
• Access to new data importer steps (COA, Dimensions Structure, Bank Import, Static data) 
• Set up HMRC MTD connection 
• Redo VAT Return 
• Set up bank feeds 
• Enable/Disable OData

Viewing User Profiles

To manage user profiles:

1. In the group layer, open the Entities tab.
2. From the Actions dropdown, select Maintain User Profile.
   

Each User Profile has a User Type of either Business User or Finance User:

• Business Users have access to a subset of permissions. 
• Finance Users have access to all permissions. 

The User Profiles can be modified to have fewer but not more permissions than the defaults.

See:

📗Create & Manage Users 

📗 User Types‍