How do you find out what/when/if anything has changed in the SSI Oil and Gas Accounting System database? Like for example an owner or vendor name/address change. This could be very important in checking for security issues and breaches. It never hurts to be able to take a periodic peek of what’s been changed in an owner record, a vendor record, a well record, DOIs and assignments, etc. Remember, you are responsible for paying owner revenue correctly, billing the correct investors for the correct amounts on the correct wells, and paying the correct vendors the correct dollars. Hopefully you can count on the integrity of your users and there won’t be any cheaters to come along and change names, addresses, add bogus vendor invoices, etc. But it’s YOUR right and YOUR responsibility to take a look every now and then at changes being made in SSI. And it is SSI’s responsibility to give you an easy and accurate way to do just that.
SSI has a wide list of checks and balances, multiple ways to research and verify data changes are correct and valid.
Here’s the top 10 list of ways YOU can check the integrity of your data.
Per record for DOI changes -
The following Master file records include an Audit/Log button which presents a list for when the record was added, what and when a record has been changed or deleted and by whom.
Notice the column headings appearing in the viewer. Along with Date/Time, User, Field Name, Old and New Value, see the MINOR column? An N (no) in the MINOR column indicates a MAJOR change ‐ something like a name change, address change, EFT information change, 1099 info change – things that may affect check‐writes ‐ names, EFT info, address changes. In terms of changes, MINOR changes are what we classify as non‐significant changes that don’t affect check writing or other important documents.
Additional review specifically for Vendors.
AP05 – Vendor Expense/Inquiry includes an option within the Transaction Status and Check Detail section (upper left) of the screen – First Checks Audit. Applicable for PAID vendor items (select PAID ONLY) with a start/end date requirement. If a vendor is being paid for the first time, or for the first time in a really LONG time, the report will be generated to include ONLY those vendors paid for the first time within the dates entered. The idea is that vendors being paid on a regular basis are probably ok and don’t need to be included on the report. But maybe payment to a new vendor? Is it legit? It might be worth a quick review to see any vendors being paid for the first time.
Management…this AP05 feature is one that SSI recommends be integrated into your month‐end processes. It’s fast and EZ to run and can give managers peace of mind and possibly prevent headaches later.
Worth honorable mention on additional Audit Logs –
Unfortunately, the world we live in makes it necessary to do our due diligence and verify the integrity of our data remains correct and secure. Putting these Database Audit processes in place is one more way that SSI Oil and Gas Accounting System can help stave off possible future issues and make YOUR job EZier.
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