Auditing with Electronic Accounting Software
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- Alaina Jackson
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1 Auditing with Electronic Accounting Software
2 Why is IRS Using Accounting Software to Conduct Audits? Reduces burden as taxpayers no longer have to print records stored electronically Provides a complete set of taxpayer s accounting records Increases audit efficiencies
3 IRS Requesting Electronic Accounting Software Records Examiners will request electronic files in the majority of audits Form 4564, Information Document Request, will be used to request: Copy of original electronic accounting software backup file Administrator s username & password Backup file provided on CD, DVD, or a flash/jump drive
4 What if IRS Cannot Read Taxpayer s Electronic Data? IRS has the ability to accept and read accounting software used by most small businesses Taxpayers should consult with the examiner before submitting electronic files
5 How Electronic Data Will Be Used by IRS Most accounting software programs can generate large number of reports Reports can be modified to fit examiner s needs Software allows the examiner to test the integrity and veracity of the accounting records Additional IDRs may be issued to obtain actual source documents
6 What is IRS s legal authority? Requesting accounting records in electronic format: IRC Section 6001 Reg (a) and -1(e) Revenue Ruling Revenue Procedure Rev. Proc does NOT exempt a taxpayer from providing electronic records, if such records exist
7 What if Taxpayer Refuses to Provide Electronic Data? Taxpayers are responsible for maintaining their own books and records in sufficient detail to support the income and deductions Required to present to IRS upon request IRC Section 7602(a)(1) grants the Service the authority to summons, if necessary
8 Requesting Administrator s Username & Password If concerned about providing Admin password: Change the Admin password to a temporary one before creating backup Then change the Admin password back to favorite one in the main working file The temporary password must offer administrator access to backup file provided to IRS
9 Electronic Data Includes Transactions Beyond Audit Year Most software does NOT allow option to include only specific time period when creating backup file IRS will only review data that is relevant to tax year(s) under exam This may include reviewing transactions from month prior to and after tax year or tax periods before and after, if transactions in those timeframes are relevant to the data sought
10 Electronic Data Includes Sensitive Information Electronic backup files may include sensitive customer & vendor information Security and privacy of taxpayer data is the IRS s highest priority Sensitive information is protected by strict federal disclosure laws IRC Section 6103 prevents IRS from making unauthorized disclosures
11 Archiving Old Accounting Software Data Most accounting software programs allow clean-up of old data This is permitted for dates prior to years under audit If scope is expanded, may request another backup created prior to clean-up IRS needs a copy of the original data to test the integrity and veracity of the accounting records. Taxpayers should NOT reconstruct records
12 What s New on IRS.gov Topic Electronic Newsletters (payroll providers, small businesses and tax professionals) Multimedia Center (audio, video and text) Social Media (itunes, podcasts, Twitter, widgets, YouTube and IRS2Go mobile app) *Follow IRS on Video Portal - Your Guide to an IRS Audit - Virtual Small Business Tax Workshop Basic Tools for Tax Professionals E-Services Online Tools for Tax Pros Tax Information for Tax Professionals Search Word(s) e-news subscribe multimedia center new media basic tools Eservice information for tax professionals
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