Audit Report

The Audit Report is a compliance dashboard that summarizes your organization’s financial data for the current fiscal year. It is designed to help PTA and PTO treasurers prepare for internal reviews, external audits, and year-end financial checkups with confidence.

Why Audits Matter for Nonprofits

Most PTA and PTO bylaws require an annual financial review or audit. Even when they do not, regular audits protect your organization by verifying that funds are being handled properly. An audit is not about finding wrongdoing – it is about confirming that the books are accurate and complete.

The Audit Report gathers the data an auditor or review committee will ask for, so you do not have to pull it together manually.

How to Access the Audit Report

Log in to BeeKeeper.
Navigate to the Reports section from the sidebar.
Scroll to the Tools section at the bottom.
Click Audit Report.

Any user with access to your organization can view the Audit Report. You do not need to be an admin.

What the Report Shows

Account Summary

All active accounts grouped by type, each with its current balance:

Assets – Checking, savings, petty cash, and other items your organization owns.
Liabilities – Amounts owed, such as sales tax payable.
Equity – Net assets and retained funds.
Income – Revenue accounts for the current fiscal year.
Expense – Spending accounts for the current fiscal year.

This gives auditors a complete picture of your chart of accounts and where balances stand.

Bank Reconciliation

All connected financial institutions with their connection status. Auditors want to verify that the balances in your books match what the bank reports. This section shows which accounts are linked and whether the connections are active.

Journal Entry Audit

Three key metrics for the current fiscal year:

Total entries – The number of journal entries recorded.
Entries missing receipts – Journal entries that do not have an attached receipt or supporting document.
Entries missing vendors – Journal entries where no vendor has been assigned.

These numbers highlight gaps in your documentation. Auditors expect receipts for expenditures and vendor records for payments.

Vendor and 1099 Summary

A list of all active vendors ranked by total payments during the current fiscal year. Each vendor shows the total amount paid. This section is critical for:

Identifying vendors who may need a 1099-NEC filing (those paid $600 or more).
Verifying that payment records are complete and accurate.
Confirming that W-9 forms are on file for vendors receiving significant payments.

Budget Compliance

All approved budgets with their line items and associated accounts. Auditors and review committees compare actual spending against the approved budget to verify that the organization stayed within its authorized limits.

How to Use the Audit Report

Step 1: Review Account Balances

Start at the top and verify that every account balance looks reasonable. If a balance seems wrong, drill into the account’s transaction history to investigate.

Step 2: Check Bank Reconciliation

Confirm that all bank connections are active. If any connections are disconnected, reconnect them and import the latest transactions before proceeding.

Step 3: Address Missing Documentation

Look at the journal entry audit numbers. If you have entries missing receipts or vendors:

Open the journal entries list.
Filter for entries without receipts.
Track down the missing receipts and attach them.
Repeat for entries missing vendor assignments.

The goal is to get these numbers as close to zero as possible before the audit.

Step 4: Review Vendor Payments

Scan the vendor payment summary for accuracy. Verify that the top vendors by payment amount match your expectations. Flag any vendors paid $600 or more who do not have a W-9 on file.

Step 5: Compare Budget to Actuals

Review each approved budget alongside actual spending. Note any line items where spending significantly exceeded the budget. Be prepared to explain variances to your audit committee.

Audit Readiness Checklist

Use this checklist to confirm you are prepared:

[ ] All bank accounts are connected and reconciled.
[ ] Every journal entry has an attached receipt or supporting document.
[ ] Every payment entry has an assigned vendor.
[ ] W-9 forms are on file for all vendors paid $600 or more.
[ ] Account balances have been reviewed and verified.
[ ] Budget vs. actual spending has been reviewed for significant variances.
[ ] The chart of accounts is clean – no duplicate or unused accounts.
[ ] Board-approved budget documents are available for reference.

Preparing for an Audit Committee Review

If your PTA or PTO has an audit committee, here is how to prepare:

Open the Audit Report and walk through each section during the committee meeting.
Provide bank statements for the fiscal year to cross-reference against BeeKeeper balances.
Prepare explanations for any large variances between budgeted and actual amounts.
Have vendor W-9 files accessible in case the committee wants to verify 1099 eligibility.
Bring the approved budget so the committee can compare it to the Budget Compliance section.

Common Questions

What fiscal year does the Audit Report cover? The current fiscal year, based on your organization’s fiscal start month setting. Most PTAs use a July-to-June fiscal year.

Can I run the Audit Report for a previous fiscal year? The Audit Report shows the current fiscal year. For previous years, use the Annual Financial Review, which allows you to select a specific fiscal year.

What counts as a “missing receipt”? Any journal entry that does not have a file attached in the attachment field. Scanned receipts, photos, invoices, or other supporting documents all count.

Do I need to fix everything before the audit? You should aim for completeness, but perfection is not always possible. Document any items you cannot resolve and explain them to your audit committee. Transparency matters more than a perfect record.

Who can see the Audit Report? Any user with access to your organization. Share the link with your audit committee members so they can review the data themselves.

How often should I check the Audit Report? Monthly reviews are a good practice. Catching missing receipts and unassigned vendors throughout the year is much easier than scrambling at audit time.