Enhancement: Audit Trail in COINS Ti for Vendor F/M Changes

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1 Enhancement: Modules Affected: COINS Ti Modules Versions Affected: COINS Ti 2.6 (software level 9.7c2.34TI) Documentation Updated: New fields and screens described within this CE document are included in the online help and/or appropriate Reference Manuals concurrent with the software release. This document may also contain information that is not incorporated into the documentation, such as procedures and sample reports, so you may want to keep a copy for future use. An archive of CE documents is available on the Client Center web site at ti.com/support/releases/cedocs.php. The discussion of this enhancement is divided into the sections shown below. Overview... 2 Screen and Processing Changes... 2 Events Tracking Tailoring... 2 Exchange Log Inquiry... 4 Vendor F/M... 5 Setting Up an Audit Trail for Vendor F/M /21/ Construction Industry Solutions (Shaker) Corporation

2 Overview COINS Ti users requested the ability to produce an audit trail of data changed by users via the Vendor File Maintenance function. Such an audit trail would satisfy Sarbanes Oxley (SOX) audit requirements. This ability to track data updated in Vendor F/M has therefore been created in COINS Ti. It affects the following functions: Events Tracking Tailoring Exchange Log Inquiry Vendor F/M Screen and Processing Changes Events Tracking Tailoring The Events Tracking Tailoring screen in COINS Ti now includes Vendor File as an audit trail option. As a result, you can select certain fields in Vendor F/M for tracking. A sample screen is shown in Figure 1. Events Tracking Tailoring screen. Notes: Tracking all Vendor F/M fields may cause a slower response time in the Vendor F/M function. Tailoring applies to all COINS accounting databases in the same COINS installation. 07/21/2008 2

3 Figure 1. Events Tracking Tailoring screen Field Definitions Event ID Indicate the type of event to be tracked. The options are: AuditTrail Tracks data for auditing purposes VisitApprovalVoid Tracks data for visit approval visits Function ID Indicate the function to be tracked. The options are: Visit Serviced Equipment Visit Labor Changed Visit Labor Worked Visit Material Items Visit Other Costs Visit Mileage 07/21/2008 3

4 Visit Resolution Vendor File Field This column lists the fields available for tracking for the function selected in Function ID. Note: User defined fields on the User Defined Info tab and Order Forms line fields are not available for tracking. In Use? Indicate which fields should be in use for tracking the function s data. Exchange Log Inquiry The Exchange Log Inquiry function in COINS Ti can now be used to identify changes made to the Vendor F/M data. Two new fields, Starting COINS Key Data and Ending COINS Key Data, have been added to this function, as shown in Figure 2. Exchange Log Inquiry selection screen. This allows you to perform searches for a specific vendor. Notes: There is currently no function to remove items from the Exchange Log. No printed reports currently exist for the Exchange Log Inquiry. The only print option is Export to Excel at the top level, then to print from Excel. It does not print any fields or data that have been changed. 07/21/2008 4

5 Figure 2. Exchange Log Inquiry selection screen Vendor F/M The Vendor File Maintenance function in COINS Ti has been changed so that changes made to a vendor s data become part of the audit trail for fields selected to be tracked in Events Tracking Tailoring. These changes can be viewed in the Exchange Log Inquiry function when the following types of transactions occur: A new vendor is added or deleted. Data in a field is changed for an existing vendor. 07/21/2008 5

6 Setting Up an Audit Trail for Vendor F/M 1. In COINS Ti, go to System Configuration > Events Tracking Tailoring. 2. Select the AuditTrail option in the Event ID field. 3. Select the Vendor File option in the Function ID field. 4. In the In Use? column, make sure the checkbox is selected for each Field you wish to audit. Most fields in Vendor F/M (with a few exceptions) are currently available for tracking. See Table 1 below for a complete list of these fields. Table 1. Vendor F/M Fields Available for Tracking Vendor ID Remit Name Address 1 Address 2 City State Zip Code Phone Contact Order Name Order Address 1 Order Address 2 Order City Order State Order Zip Code Order Phone Order Contact Discount Type Discount Days Discount Percent Due Type Due Days Status Vendor Subcontractor Field Name 07/21/2008 6

7 Field Name Misc Vendor Tax Jurisdiction Tax Exempt Direct Pay Tax Hold Reason Fax Number 1 Fax Number 2 General Liability Expiration Date Umbrella Expiration Date Other Insurance Date 1 Other Insurance Date 2 Minority Code Min. Certif Number Min. Certif Auth. Business Type Work Type Remote Export Code Co Div Exp. Acct Check Sort Key Work Description Alternate 1099 Name Print a 1099 Vendor TIN TIN Type Box to Print 1099 Amt. Print W9 Request for TIN W9 Form Last Printed Force PO for Vendor Invoice Default A/P Check Type Lien Waiver Required Warn for Outstanding Lien Waivers on Inv Entry Joint Check Required WC Expire Date WC State Modifier on file Modifier Use ACH Electronic Payment Default Invoices to be paid 07/21/2008 7

8 Field Name Electronically Vendor Bank Description Vendor Bank Routing Number Vendor Bank Account Number Vendor Account Type Pre Note 5. In COINS Ti, go to System Configuration > Exchange Log Inquiry. The Exchange Log Inquiry selection screen appears, as shown in Figure 3. Exchange Log Inquiry selection screen. Figure 3. Exchange Log Inquiry selection screen 6. Fill in the desired information on the selection screen, including the following: For Log Entries Type, select Export/Trail. For Starting/Ending COINS Key Data, enter the vendor(s) you wish to see transactions for. 7. Click the Show button. 07/21/2008 8

9 8. The first screen displayed by the Exchange Log Inquiry is a top level view of changed data, as shown in Figure 4. Exchange Log Inquiry Show screen. For this example, there is one line for one occurrence of a Vendor record update. Figure 4. Exchange Log Inquiry Show screen 9. Click the Properties button at the bottom of the screen to display more detail for the vendor that was changed. The resulting screen (see Figure 5. Exchange Log Inquiry Properties screen) gives you a breakdown of the fields that were changed, including the old and new data values. 07/21/2008 9

10 Figure 5. Exchange Log Inquiry Properties screen 07/21/

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