General Ledger (GL) Audit Numbering

General Ledger (GL) Audit Numbering enables you to generate unique, sequential, and gapless audit numbers for your transactions in Zoho Books. Audit numbers help auditors and accountants keep track of your financial data accurately.

Note: This feature is available in early access for organizations that have their Organization Location set to France. To enable it, contact us at support@zohobooks.com.

How GL Audit Numbering Works

Once you enable GL Audit Numbering in Zoho Books, you can create a sequence with a specific configuration. The sequence can either be Permanent (fixed and cannot be regenerated) or Repeatable (regenerate as needed). When you generate the audit numbers, you can select the period of transactions for which you want to generate the audit numbers. Once generated, you can use these audit numbers to create FEC reports and submit them for audits.

Enable GL Audit Numbering

Once enabled, you can create sequences to generate GL audit numbers for your transactions.

Create a New Sequence

Warning: Once a sequence is created, remember that you cannot edit the sequence or create another sequence for the same date range.

To create a new sequence:

Pro Tips:

  • When you select the Period Type as Fiscal Year, ensure audit numbers are generated every year without skipping any dates.
  • The fiscal year range from your Organization Profile will be applied to the selected year. To modify it when creating a sequence, go to Settings > Organization > Profile > Fiscal Year.
  • If your Period Type is Custom Date Range, set the start date as the day after the previous sequence’s end date.

Pro Tip: Use consistent prefixes, suffixes, and numbering to ensure transaction numbers are generated correctly, avoiding confusion in the set of audit numbers.

The sequence will be created, and you can start generating audit numbers for it.

Generate Audit Numbers in the Sequence

After creating the sequence, you’ll be directed to the sequence page, where you can generate audit numbers. To generate audit numbers:

The audit numbers will be generated for the sequence.

After generating the audit numbers, you can select a set from the sequence to view transaction details, including the type, transaction number, transaction date, and the GL audit number for each transaction in the generated set.

Notes:

  • If you generate multiple sets of audit numbers in a Repeatable sequence, the Start Date will be the day after the last generated set.
  • It is recommended to lock the transactions for which you’ve generated the audit numbers using Transaction Locking. This prevents you from modifying or adding new transactions, which could create gaps in the generated set of audit numbers.

Pro Tip: To lock the transactions in a sequence, select the sequence and click Lock Now at the top. On the Transaction Locking page, click Lock for the modules that contain the transactions included in the sequence.

Regenerate Audit Numbers in a Repeatable Sequence

If you’ve added new transactions in Zoho Books, you can regenerate the audit numbers to include the new transactions and eliminate gaps in the Repeatable sequence. Here’s how:

Now, when you regenerate, the existing audit numbers will be deleted, and new audit numbers will be generated based on the selected dates.

Delete a Sequence

If your sequence has incorrect prefixes, suffixes, or gaps, and you don’t want to regenerate it, you can simply delete it. Here’s how:

View Audit Numbers in the Journal Report

After you generate audit numbers for the sequence, you can view them in the Journal Report. Here’s how:

Now, the respective audit numbers will be shown for each journal.

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