Accounting Security

ERPNext User Forum
1

Hello,

 

After some months of using ERPNext for Sales, Purchase, Stock and Accounting, I have noticed that the system seems to lacks of security in the Accounting module in the JVs.

 

At the moment we have set rules for purchase invoices that need to be approved if above a certain amount, but what I have difficulties to control is the JVs.

What if the accountant changes the JVs after they have been submitted and after they are linked to an invoice?

What if the accountant deletes a JV for a purchase or a sales?

 

We often receive payments by cash, what if the JV that is related to a cash receivable is changed after it has been submitted, or cancelled and the cash disappears?

Or what if there is a cash JV for a cash payment that is input, without a link to a purchase invoice and the cash is taken from the petti-cash?

 

Would it be possible to limit the submission of JVs only if there is a purchase invoice OR a sales invoice OR an advanced payment, but not if the JV is not linked?

 

Please let me know as I would like to secure the process and the accounting part as I will have to leave more and more the Company and I would like that all this is clearly locked without leaking.

 

Thank you,

Best regards

Giorgio

 

 

 

 

 

1 Like
2
Hi Giorgio,

Every time some cancels-amends a JV, you still have access to the original version, so there is an audit trail. In one of the companies that used ERPNext, there was a practice to book high value of Sales Orders at the end of a month and amend them to a lower value just at the beginning of next month - just so that it looks good on the Sales Reports (maybe there were incentives involved). But looking at the amendment numbers, this practice was quickly exposed.

In reality some of these issues are hard to be fixed by software. If you suspect that cash transactions are not recorded, then you must ensure that all customers get a full receipt. In many stores I have seen a sign that says "full refund if you don't get a receipt" maybe just to ensure that the receipt is always given and the transaction is logged.

Another way is that you should give "Cancel" / "Amend" rights only to a senior accountant, so the regular accountants can only "Submit" but cannot cancel or amend.

In the end there is nothing better than a good auditor.

If you have any other ideas, would be happy to learn.

best,
Rushabh



W: https://erpnext.com
T: @rushabh_mehta

On 09-Nov-2012, at 4:49 PM, "Giorgio V. Vergano" <gv...@hotmail.com> wrote:

Hello,
 
After some months of using ERPNext for Sales, Purchase, Stock and Accounting, I have noticed that the system seems to lacks of security in the Accounting module in the JVs.
 
At the moment we have set rules for purchase invoices that need to be approved if above a certain amount, but what I have difficulties to control is the JVs.
What if the accountant changes the JVs after they have been submitted and after they are linked to an invoice?
What if the accountant deletes a JV for a purchase or a sales?
 
We often receive payments by cash, what if the JV that is related to a cash receivable is changed after it has been submitted, or cancelled and the cash disappears?
Or what if there is a cash JV for a cash payment that is input, without a link to a purchase invoice and the cash is taken from the petti-cash?
 
Would it be possible to limit the submission of JVs only if there is a purchase invoice OR a sales invoice OR an advanced payment, but not if the JV is not linked?
 
Please let me know as I would like to secure the process and the accounting part as I will have to leave more and more the Company and I would like that all this is clearly locked without leaking.
 
Thank you,
Best regards
Giorgio
 
 
 
 
 

1 Like