Getting Started
What is the Business Audit System?
The Business Audit System is a premium tool that provides comprehensive dependency analysis and balance investigation. It helps you understand relationships between business data and identify discrepancies automatically.
Who can access the Business Audit System?
This feature is available to business administrators and users with audit permissions. It's included in Professional and Enterprise packages.
How do I access the audit system?
Navigate to the Business Audit section from your main dashboard. The feature will be visible in your menu if you have the required permissions and module license.
Do I need special training to use this module?
The basic investigation features are user-friendly, but we recommend training for advanced AI features and interpretation of complex audit results. Training materials and sessions are available.
Investigation Types
What types of investigations can I run?
You can run four main types of investigations:
1. Cash Register Investigation - verify cash balances
2. Transaction Investigation - check payment reconciliation
3. Contact Balance Investigation - verify customer/supplier balances
4. Stock Investigation - identify inventory discrepancies
How long does an investigation take?
Basic investigations usually complete within 30 seconds to 2 minutes, depending on data volume. AI-powered analysis may take additional time but provides deeper insights.
Can I run investigations on historical data?
Yes! You can investigate data for any date range. This is useful for monthly reconciliations, annual audits, or investigating specific time periods where issues occurred.
What should I do if an investigation finds discrepancies?
The system provides detailed reports showing exactly where discrepancies occur, along with recommended corrective actions. Follow the suggestions and verify the fixes by running another investigation.
How accurate are the investigation results?
The investigation engine is highly accurate, analyzing your actual database records. Any discrepancies found represent real data inconsistencies that should be addressed.
Dependency Analysis
What is dependency analysis?
Dependency analysis shows you what will be affected before you delete or modify business entities. For example, it tells you why you can't delete a customer and what records are preventing the deletion.
When should I use dependency analysis?
Use it before deleting customers, suppliers, products, or other business entities. It helps prevent data integrity issues and shows the impact of your changes.
Can dependency analysis suggest safe deletion strategies?
Yes! The system can recommend steps to safely remove entities, such as transferring related records or completing outstanding transactions first.
Does dependency analysis work with all modules?
Yes, it analyzes dependencies across all installed modules, including premium modules like TailoringShop, CRM, Manufacturing, etc.
AI Features
What are AI tokens and why do I need them?
AI tokens are credits used for advanced AI-powered analysis features. They ensure fair usage and help cover the cost of AI processing. You only pay for the AI features you actually use.
How much do AI tokens cost?
Token costs vary based on analysis complexity. The system shows estimated token cost before running any AI analysis, so there are no surprises. Contact support for current pricing.
Can I run investigations without AI features?
Yes! The basic balance investigation and dependency analysis work without AI tokens. AI features provide additional insights, recommendations, and root cause analysis.
How accurate are the cost estimates?
Our cost estimation system is 97-100% accurate. You'll see the estimated token cost before running any AI analysis.
What kind of insights does AI provide?
AI analysis provides root cause detection, intelligent recommendations for fixes, pattern recognition in discrepancies, and detailed explanations of complex business data relationships.
Is my data secure during AI analysis?
Absolutely. All investigations are run within your business environment. AI analysis is processed securely and all audit trails are maintained. No sensitive data leaves your secure environment.
Common Investigation Results
What does "Balance carry-forward error" mean?
This indicates that opening balances for customers or suppliers don't match the calculated balances from transaction history. Usually requires reviewing initial data entry or migration.
What are "Missing payment records"?
This means transactions show as paid but corresponding payment records are missing or incomplete. Check if payments were recorded properly in the system.
What does "Stock shrinkage detected" mean?
This indicates that physical inventory doesn't match calculated stock levels based on purchases and sales. Could be due to theft, damage, or recording errors.
How do I fix "Transaction reconciliation errors"?
Review the specific transactions identified, check payment allocations, verify transaction amounts, and ensure all payments are properly recorded and linked.
Troubleshooting
Investigation is taking too long to complete
Large datasets may take longer to process. Try limiting the date range or investigating specific areas rather than running comprehensive audits. Contact support if investigations consistently timeout.
I can't see the Business Audit module
Ensure you have the proper license and permissions. This is a premium feature available in Professional and Enterprise packages. Contact your administrator or support team.
AI analysis is not working
Check that you have sufficient AI tokens and internet connectivity. AI features require external processing. Contact support if issues persist.
Investigation results seem incorrect
Double-check the date range and filters applied. The system analyzes actual database records, so unexpected results often reveal real data issues that need attention.
Best Practices
How often should I run balance investigations?
We recommend running investigations monthly, or whenever you notice discrepancies. Regular checks help maintain data accuracy and catch issues early.
What's the best workflow for using audit results?
1. Run investigation
2. Review findings carefully
3. Document issues found
4. Implement recommended fixes
5. Re-run investigation to confirm fixes
6. Keep audit reports for compliance
Should I use AI analysis for all investigations?
Use AI for complex issues or when you need deeper insights. For routine monthly checks, basic investigations are often sufficient and don't consume tokens.
Need More Help?
Business Audit System questions and support: