Instructions for Ensuring Compliance of PANTHEON™ with SAS
Mandatory instructions for ensuring compliance of PANTHEON™ with SAS
Before starting to use the business information system PANTHEON™, the following instructions must be followed to ensure the compliance of the program with Slovene Accounting Standards.
By setting up Changelog, we provide audit traceability of the data entered in the program. In this way, we can monitor who, what, when and where certain information was changed on a certain document (baseline).
The changelog must be included in the following tables:
- tHE_AcctTrans and tHE_AcctTransItem - in this way we will follow changes in the tables of the general ledger and subject accounts
- tPA_UserAutho, tPA_Author - we will follow authorization changes for individual functions and users
To set the changelog, select the menu Settings | Program | Administration Panel | Database | Changelog Settings.
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WARNING
These settings are extremely important if we allow authorized users to delete or modify records. Only by setting a changelog can we ensure compliance with standards and review the revision control.
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Accounting standards discourage the possibility of deleting and changing documents.
PANTHEON™ with the revision control settings (changelog) enables "clean" data without reposting corrections on the program output, and at the same time tracking changes, which significantly simplifies the work.
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WARNING
If we want to limit the authorizations of your users and see corrections on the PANTHEON™ reports themselves and not only from the revision control, then it is wise to restrict delete and change authorizations.
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2.1. Preventing Documents from Getting Deleted
To prevent the deletion of documents in the program, you must assign adequate authorizations.
It is recommended to set Write authorization for order documents.
At the same time you should set the value of Basic permissions to 0 (current day only).
2.2. Preventing Changes from Occurring in Already Approved or Posted Documents
In addition, it is also necessary to set a zero authorization on the following authorizations Edit Approved Documents and Allow Changing Already Posted Lines, pertaining to order documents:
Item 22.8 of SAS postulates that "the general ledger and the journal shall be kept on the principle of double-entry bookkeeping." Therefore, we must prevent the posting of an unbalanced document.
3.1. Check Journal Entry Balance
In order to ensure the principle of double-entry bookkeeping, the balance control setting must be selected on each ledger type.
The types of documents are kept in the register of document types. The register can be accessed via the menu Settings | Program | Document Types.
For all types of posted documents, in the Check Journal Entry balance the radio button Must be balanced must be selected.
In SAS 22, point 22.3 defines:
The basic business ledgers as the main accounting information are the general ledger journal and the general ledger. The chronological printout of all events related to the posting of the general ledger for a certain period must be independent of the moment of the printout.
PANTHEON™ ensures compliance with this SAS requirement under the following conditions of use:
- The most important thing is the correct selection of the type of authorization for each action and/or type of document.
- With authorization, we must prevent the deletion of the entire journal, as well as the deletion and modification of individual positions within the same journal. Therefore, we do not use Delete authorization types.
4.1. Preventing Deletion of Posted Documents (Journal Entries)
All document types of the module Financials and all automatic postings must exclude the setting Delete, i.e., we use the authorization Write as the highest authorization.
We set Update period to 0 (current day only).
With this setting, we prevent the deletion of the entire individual journal, and it will only be possible to change it on the current day.
Assigning such authorization prevents reposting accounted payroll, which is possible when the entire journal is deleted and the authorization to change the status of the payroll is set accordingly.
4.2. Approval of Posts (Journal Entries)
On each posting document, we mark that the document is approved and thereby prevent the document from being changed. The authorization for Allow changing of already approved positions must be set accordingly.
The picture below shows the confirmation of the posting document, type 4110 - Bank reconcialitation.
4.3. Zero Authorizations for Changing Approved Documents Allowed (Journal Entries)
In the Administration panel | Security | Datalab Applications | DataLab PANTHEON | Financials | Posting and on the tab Edit Confirmed Documents, it is mandatory to select Zero authorizations for all user groups.
With this setting, for already confirmed documents, the following is prevented:
- Reposting of already posted order documents. Re-booking of order documents will also be unnecessary if the changes to already-booked documents are authorized - See item 2.2 above.
- Manual closing of payments, which would split the payment posting into several positions (invoices issued or received).
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HINT
Whenever you add a new document type of Financials module, you must import document types to Authorizations in Financials | Approve Journal Entry or Edit Confirmed Documents.
With a Zero authorization in Edit Confirmed Documents, ensure that the Zero authorization is automatically taken into account for new types of journal entries as well.
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4.4. Closing Manually Using Re-post
Assigning authorizations for Closing Manually using Re-post instead of Closing Manually with Payment Distribution ensures that posted journal entries will not be changed.
