AccuAccount: Take Back Your Time by Automating Audits

Good afternoon, and thank you for joining today's webinar. I'm Jamie Biggs. I'm a product sales specialist with Alligent, and I've been with the company for about fourteen years. Today, I'm gonna take you through a short webinar on how you can complete audits in hours, not days, which focuses on AccuAccount's audit feature. If you have any questions as we go through the webinar, please feel free to type those into either the questions or the chat panel on your meeting panel that you have up. So for today's webinar on Accu accounts audit, we'll look at an overview of the feature. We'll also take a look at the benefits of using audits within Accu accounts, other ways that audits can be used within the system. And then we'll go through a demo of how the audit feature works. So that demo is gonna cover what gets included in your audit build, how to build an audit with an Accu account, and then what it looks like to view the audit so you can actually see what your auditors are going to see. So the audit feature in Accu account allows you to build out an, a dataset to be exported from Accu account and given to your auditors or examiners. So you can choose exactly what gets included in that build. You can include credit files, your loan and collaterals, deposit accounts, relationships, and you can also narrow down what documents get included for each of those records. So you have the option to go in and include or Or if Or if your auditors are on-site, you can just give them the URL to that audit file instead of the instead of them having access to your Accu account system. So here are some of the benefits of using the Accu account audit feature at your institution. Within Accu account, you can build an audit very quickly with a built in search page. You can search by customer name and number, loan or account numbers, branches, open and close date ranges, even balance ranges for your loans to narrow down what you're looking for within your audit. You'll no longer need to pull any paper files to give to your auditors, which means that your auditors no longer have to come on-site if they don't want to, since you can give all the files to them digitally. Your auditors can quickly view the images within the audit build, and it's it's very similar to looking at Accu account itself. We basically build out a mini Accu account where they can view the data from there. Even though you're giving your auditors this information, they do not have access to your full Accu account site. They only have access to the dataset that you build into this audit. So AccuCount's audit feature can be used in other ways besides just giving it to your auditors or exam examiners. For example, you can pull out denied applications into an audit build and export them out of the system. You can export files for a third party such as a legal team. The audit export can be given to your customers if they needed a copy of all of their documents, or you can send those documents to a downstream participating banks excuse me, participating bank or another institution. So once you build out that dataset and choose your documents, you can put them on a disc disk or jump drive and send that over to the participating institution. We have also seen audits used to backup files that are going to be purged out of ACCU accounts. So the audit can be billed with paid off loans, closed accounts, released collaterals, or older denied or withdrawn applications. And then the purge function and accu account can be used and you can keep this back up in a separate audit until you're ready to have that destroyed. One other option that we've seen this used for is loan review, especially if you're meeting off-site. So any pertinent customer and loan documents can be put into the audit build, put on a disk or jump drive or any way that you wanna export that data, and then taken for your loan review meeting. Or if you're doing a loan committee meeting, you can pull out loan application information. So let's go ahead and jump into the demo so you can see how the audit function works within Accu account. We'll cover what gets included in the audit build, how you'll build that audit within Accu account, and then viewing the audit audit so that you can see exactly what your auditors will see. So here we have, Accu account on the dashboard page. So I just wanna give you a high level overview of the layout that we have here. So when you initially log into the system, you're gonna be taken to this bat dashboard, and this is customized for whatever you want to see when you log in. So there's different panels that you can have enabled to do a search for a specific customer. We can have custom reports here, uploads, applications, exception information. So whatever, pertains to your user when you log into the system can be displayed here on your dashboard. I am gonna go ahead and jump to a customer's page. So I'm gonna search for Amalgamated Industries, and that takes me right to that customer's page to view their information. Up along the top, we're gonna see the customer's data that flows in from your core system. We also have a credit document structure down the left side of the customer page that is all specific to the customer type that is being mapped in. The right side of the customer page is going to be all of the loan and account information that we map in from your core system, and each loan and account will have its own document structure down below. So when you are building an audit within the system, we are going to bring over the customer's data. You're going to be able to see the document tab here and any documents that you choose to have exported into that audit build. Same with your loans and your deposit accounts. You can have any of the documents that you have imaged into the system show up within that audit build. You also have the option to have comments show within your audit. So you'll notice that there's a comment tab both on the credit side of the customer page, and this comment tab here is going to be for customer specific information. There's also a comment tab on each loan, so you can put loan specific or account specific comments to each of those. So it's very easy to add comment information in here. If you wanted to make a customer comment within the system, you'd just type it into this box here and choose add comment. So that will add the comment listed here. You'll be able to see the user who added the comment with a date and time stamp. And, again, that works the same way for your loans and deposits. You can add as many comments as you would like, and then it's optional if you would like these comments to show on your audit build. Back on the documents tab, again, you will choose what documents are going to be included in this build, but as you add those images into your system, as soon as you build the audit, they're going to be available to be exported into that audit as well. So for example, if I'm looking at my file here and we can see that I'm missing the rent rolls and a financial statement for this customer just because it has a red indicator next to it. So if I wanted to add any of those images, let's say that something came in from my customer, it can either be scanned into the system or I can quickly do a drag and drop if I already have that document in an electronic format, like if it were emailed to me. So we'll do that drag and drop. That does a quick upload of my rent roll document, and it's available to be viewed by any user. We could do the same thing on the loan side. So say, for example, for this particular loan, we had this loan committee approval, document get finalized. We can take that document and either scan it into the system or quickly upload it with the drag and drop feature. So now we have that document. So when we build our audit, those documents are going to be included along with any other images that already existed for this customer's page. So let's go ahead and build an audit in the system. Up at the top, I'm gonna go into audit from my menu bar, and you can see some of the existing audits that have already been created. When you build an audit, once you're done with it, you can choose to either keep it out here for your records or you can delete them out of the system whenever you would like. If you're building a new audit in the system, we're gonna go ahead and do add new audit and give it an audit name. So you can really put whatever you would like in here. You can also add comments that your auditors or examiners would see when they initially launch this audit. So we'll go ahead and let them know that, these documents are for loans dated. So you really can put whatever you'd like in there that you want your auditors to see. And then here's where we have that option to either include or exclude those comments that you've added to the customer's page. I'm gonna go ahead and add them so that you can see exactly what that looks like. Once you choose add, that takes you to a search screen so you can start building the customers or accounts that you want to have included in this audit build. So you can see there's a variety of different search options of customer information, account and loan information. You can do balance balance ranges, date ranges, specific officers, branches, really whatever you need to do to pull this information. But if your examiners ahead of time have given you a list of the loans or accounts that they want included in this audit build, you can easily just search by the account number or the customer number. So I'm gonna go ahead and put in amalgamated industries or at least part of the name into this customer name filled and hit search, and that will bring up a list of anything that matches. And I had a typo in there. Let's try that one more time. So I've put in, partial name. It will find anything that matches. So there's my amalgamated industries collaterals, and their credit documents. So I can pick and choose exactly what gets included into this audit build. There's also an option up here at the top to include everything. So if you don't wanna go through and have to select all of these, you can just say add all. But I'm gonna go ahead and add amalgamated industries credit documents. We can add their deposit counts, and then we'll pick and choose what loans and collaterals we want to have included in this build. So I'll pick two of their loans and their collaterals, and we're going gonna go ahead and update. So once you hit update, you're taken back to the search screen where you can continue looking for the customers or accounts that you want included in this audit build. But as you do this, down below, you're going to have a listing of everything that has been included so far. So there's amalgamated industries with the credit and the accounts that I've included. And anyone else that is associated as a relationship to any of these loans or collaterals that I've selected will also automatically be pulled into this dataset. So these other customers listed here, John Smith, United Partnerships, are all guarantors or signers on the other accounts that I've selected for amalgamated industries. As you're building this, you can also choose what you would like to have removed. So if you do not want United Partnership in this audit build, you can select that, customer name there and just say delete selected, and it'll remove it from the listing. I can go through and remove whatever I'd like. And just for time purposes, I'm gonna remove some of these other ones. We'll delete those. And you can do that at the account level. So if there's a specific account or collateral that you selected that you'd need to remove, you can always do that. And there is an option to go in and select which documents are going to be included in this audit build. So for example, for Amalgamated Industries, I can go in at the credit document level and click on this little edit icon, and that is going to list out all of the credit documents that I have for this customer. We could see that we don't have a driver's license. So you can select if you want that to show that it's missing. Obviously, that's not, a customer that would have a driver's license. I'm gonna deselect that option. You can view the images from here. So if you need to verify that the documents look good, you can click on that little view icon. It'll open up in a separate viewer for you to view the information, and then you can continue moving on with your verification. If there's something else you don't wanna include, you can just deselect those images and they will not be put into the audit build. So we can see here, we now have a selected set of documents instead of all of them. And you could do that at the loan level, the collaterals, your deposit accounts, trust accounts, and pick and choose what document image you want to have included in this build. So once you're done narrowing down your dataset, we're gonna choose this option to build audit. This will actually take a copy of the customer data and all of the images that were selected within the audit build and make a copy of them to be able to put them onto some external source. So here I have my exam March twenty twenty three audit that I just created. I can always delete it. I can go back in and edit the name of it, change the comments, or I can view this audit. So if I wanted to actually view this and this is exactly what your auditors or examiners are going to see, it's gonna open up separately because your auditors aren't going to have access into your accu account system. They're just going to have this export file. So once again, this can be put on a disk, a jump drive, external hard drive, upload it to your FTP site. Or if your auditors are on-site, they can just be given this URL here, which will launch this page, and they do not have access into your Accu account system. You never have to set up a user, for them to be able to log in. So you will be able to see your bank name, the date it was generated, comments that you added when you built this audit file, and then your privacy statement gets added as well. So that is actually a maintenance that you can go in and add your bank's privacy statement, and it automatically gets pulled into this audit build. Then your auditors are gonna click on this audit listing, and they'll be able to see all of the customers that were included in this audit build. So here we have amalgamated industries and any of the other customers that I have included. I'm gonna click on amalgamated industries, and you can see that this looks very similar to viewing the customer page within Accu account. We have the customer's data up at the top, and then we have the documents tab listed here. So we have all of the customer's credit documents listed. And down below those documents are where you're going to see these comments added. So, again, that's optional if you want to have these comments added into the audit file or not. Your auditors would view the images the same way you would view them as if you were working in Accu account. They would just click on this view icon, and that document is going to open up in a separate viewer. Your auditors can have multiple items opened at the same time and easily go through each of those files as they're doing their audit or exam. On the account side, you're going to see each loan listed here with all of the loan information. You'll be able to see any additional relationships, so guarantors on your loans, signers on your deposits, or trusts. And then you also have your document images that are added, for each of those loans. This loan has multiple collaterals, so those will just get listed down below. So we can see collateral number one. We have its data. We have the documents that have been imaged, collateral number two, and so on. So there's those are just gonna stack out down below. We also have the comments that have been added at the loan level. So, again, optionally to add that into the audit build. And this really works the same way at the deposit or trust level. We're gonna pull in the deposit information, your signers, and then any document images that have been added to each of those deposit accounts along with those comments. When your auditors are wanting to look at a different customer's images, there's two ways they can do that. They can use, the relationship links here. So for example, John Smith is a guarantor on this loan reviewing. So I can just click on John Smith's name to now view his information. So I have his data up along the top. I have John Smith's financial information on the left side of the customer page, and I could still view the same loan information over on the right. The other way that your auditors can do this is going back to the audit listing, which will again list out the customers and accounts that were included in your audit build, and they can click on the next customer that they're wanting to view the images on. When they're done, they can simply close out of this audit page. And, again, you'll still have access to that information from your audit listing here if you ever needed to access it again. Another way that you can use the audit feature is for application information. So if you are using our system for applications, we can do an audit build. You can, again, name this however you would like. Put in comments, choose if we're going to have, comments added from the customer page in the build, and then we can start searching and build another audit in here. So if I wanted to and I'm actually pulling denied application information into this audit build, I'm gonna choose that status for denied adverse action and then do a search here. So I can see all of the applications in Accu account that currently have that status. So I can choose to add all or I can just choose specific applications. I'm gonna go ahead and choose that. I want all of these applications in the audit build so that very quickly adds those applications along with any relationship information into this audit build to export that data out of the system. So I now have my denied applications. I can still make changes to this. If you ever need to go in, you can still add more accounts or take applications out of here. And then this is exactly what your auditors would see or anybody reviewing this information. They can go into that audit listing and start viewing those denied applications. And, again, this is a way to export data. So if you were to do this and pull out your denied applications, if you no longer want that data within your Accu account system, you can use our purge function to remove that data from Accu account, but you can still have this in an exported file. You can put this onto an external source and delete the audit out of here. So if you just want it saved out on a disk somewhere that you store, you'd be able to do that with this functionality. And just give you a quick view of what that application would look like. We still have the customer page listed here, credit information, but this time, we're looking at an application with any images that were added into the system. So that gives you an idea of how our audit feature works within the system. Does anybody have any questions about using the audit function? So it looks like I have a couple that came in through the chat. Let's see. Who can build audits and who has access to view them? You do have to have administrative permissions to get into the audit function. So only your administrators in Accu accounts are going to get into that audit page, and then they can build unlimited audits, whoever gets that data. So if you export the data, whoever has that file can view it. There aren't any permissions that need to be set up. But if you're viewing the audits from within Accu account, you do have to have administrative permissions. And one other question, do audits get deleted after a certain period of time? No. They do not. Audits will stay out there indefinitely. So until you decide that you want to remove those, those, copies basically will sit out on your servers. You can, refer back to them at another time. You can still access them from that audit page within Accu account, again, until you go in and manually delete them. And one other question. How many audit templates are included in this product? So you you would not have any audit templates built. You can go in from day one when you receive the product and start building as any as many audits as you need to, but it really is custom per institution so that you can go in and build whatever you'd like. If you ever needed assistance, if there's specific data that you want to set up and be able to refer back to and kind of have a template for, you can reach out to our customer care team, and we will assist you with that. Any other questions? Alright. We'll go ahead and wrap up. If you have any questions that come up after today's session, feel free to reach out to us here at Alligent, and thank you everyone for joining. Have a great day.