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CountServa

Audit Tools and Auditor Access

Updated · 1296 words · 7 min read

The audit tools in CountServa help a Malaysian company get through its statutory audit faster: answer the auditor's query letters in one place, give the external auditor a read-only sign-in link, run the tests auditors run (journal entry testing, cancelling pairs, duplicate claims, receipts review, related parties and bank completeness), send confirmation letters, file the signed audited statements and review the audit trail. They are used by owners, accountants and company secretaries working with an external audit firm.

Before You Start

  • The reports below are in the Reports menu. Auditor Queries is in the Accounting menu, and Audit Trail is under Settings.
  • Creating access links and changing settings needs owner or manager rights (see Users and Roles).
  • Close the year and post your period-end entries first (see Period-End, MFRS and Planning Tools).

Give Your Auditor Access

An access link signs a person in without a password for a set number of days. Your external auditor can then read the books, run every read-only report and use the AI Accountant, but cannot post, edit or void anything.

  1. Go to Settings > Users and add a user for the auditor with the Auditor role.
  2. On that user's row, choose Create Access Link.
  3. Enter Valid (days) and press Generate Access Link. Copy the link and send it to the auditor securely.
  4. The Access Links list shows each link's Expires, Last Used, Last IP and Status. Use Extend, Regenerate or Revoke as needed.

When the auditor opens the link, they land in the Auditor Workspace, marked Read Only. It has Ask the AI Accountant, the shared Audit Queries, and Audit Readiness & Tie-Outs, which checks that key balances agree with the General Ledger.

Auditor Queries

Auditor Queries turns the auditor's query letter into a tracked list of questions, each with its answer and evidence.

Enter a Query Letter

  1. Go to Accounting > Auditor Queries and press New Query Letter.
  2. Enter the Title, Financial Year, Period Start, Period End, Auditor Firm, Auditor Reference, Auditor's Email, Query Date and Response Due, and save.
  3. Press Add Query Item for each question. Enter the Item No., Subject, Section, Account Code, Amount (RM) and the Auditor's Question word for word.
  4. Set Assigned To and a Due Date so your team knows who is answering.

Answer and Share

  1. Open an item and write Our Answer. You can paste a table straight from Excel.
  2. Attach the supporting documents as evidence.
  3. Press Save Draft while you work, then Save & Issue to release the answer to the auditor.
  4. Use Reply to Auditor in Conversation with the Auditor to exchange comments. Internal Notes & History stays inside your team and is never shown to the auditor.
  5. On the letter, press Share with auditor so it appears in their workspace. Preview as auditor shows exactly what they will see, and Print / PDF produces the formal response letter.
  6. When every item is answered, press Mark Submitted. Use Reopen if more work is needed.

An AI Suggested Answer may appear on an item for reference only. Nothing in it is sent to the auditor unless you copy it into your answer.

Queries Raised by the Auditor

The auditor can also raise questions directly from their workspace. They create a letter, press Add question for each item, and press Issue to company when it is ready. The letter then appears in your Auditor Queries list for your team to answer in the same way.

Auditor Notifications

Go to Settings > Auditor Notifications to choose who is emailed when the auditor acts on a shared letter, and whether the auditor is emailed when you reply, answer or submit. Emails waiting for approval appear under Waiting for Your Approval to Send to the Auditor, where you can press Send Selected to the Auditor or Discard Selected.

Audit Reports and Tests

Journal Entry Testing

Reports > Journal Entry Testing lists every posted journal entry in the period with the fraud-risk features auditors test under ISA 240: hand-keyed entries, round amounts, weekend or after-hours postings, entries touching revenue or cash, and entries booked after the period closed. Each entry shows its Source, Created By, Total and Risk.

Cancelling Journal Pairs

Reports > Cancelling Journal Pairs finds two entries that undo each other. The books are already right; these are leftover steps. Run the check, review why each pair exists, and where allowed remove both entries to tidy them away.

Duplicate Claim Check

Reports > Duplicate Claim Check finds the same purchase reimbursed more than once. It lists claims with the same transaction reference, claims with the same merchant and amount, and suppliers you both pay directly and reimburse through claims. Run it before each payment run and open both items to decide.

Receipts Review

Reports > Receipts Review shows money received that may be filed under the wrong document, such as money in from a customer who still owes you, and customer money not yet matched to an invoice.

Reports > Related Party summarises Sales, Purchases, Reimbursements, Receivable, Payable and Owed to Them for each related party in the period, ready for the related-party note.

Audit Adjustments

Reports > Audit Adjustments lists the adjusting entries for a Financial Year, with each Entry #, Account, Memo, Debit and Credit. The AI Accountant can read the auditor's adjustment schedule into draft adjustments for you to review before posting.

Bank Completeness

Open Reports > All Reports and choose Bank Completeness. It compares bank statements with the ledger for each account and lists lines on the statement but not booked, cash movements booked with no statement line, and payouts with no payment voucher. See Banking and Bank Reconciliation.

Confirmation Letters

  1. Go to Reports > Confirmation Letters.
  2. Choose the Type: Customer (Receivable), Supplier (Payable) or Bank (Balance).
  3. Enter the As at Date and press List Balances.
  4. Tick the parties to circularise and press Generate Letters (PDF) for one A4 letter each, or Export Selection (CSV).

Balances tie to the General Ledger at the chosen date, and debtor and creditor balances are net of unapplied credit notes.

Audited Reports

Audited Reports keeps the signed audited financial statements for each closed year as reference. They are never posted to the ledger.

  1. Go to Reports > Audited Reports and press Import with AI to read a signed report, or Add Audited Report to enter it by hand.
  2. Enter the Financial Year, Financial Year End, Company Name, Auditor Firm, Audit Opinion, Report Date and the statement lines, then press Save Audited Report.
  3. Open the report to compare each line with your ledger. Press Mark as Verified when it agrees, or Reopen for Correction to fix it.

Audit Trail

Settings > Audit Trail records who did what and when. Filter by user, action, entity and date, and press Export CSV for a copy. The Access & Sign-ins view shows sign-ins, including access links, and AI Activity shows what the AI Accountant did, with a Document Evidence Tracer to follow any document from upload to posting.

Frequently Asked Questions

Can the Auditor Change My Books?

No. The auditor role is read-only, and the AI Accountant cannot post, issue or void anything on the auditor's behalf.

Does the Auditor See My Internal Notes?

No. Only answers you issue, comments sent with Reply to Auditor, and the documents attached to shared items are visible to the auditor.

The link stops working at once and any open session using it ends on its next request.

Are Audited Reports Posted to the Ledger?

No. They are stored as reference so you can compare the signed figures with your books.