Within DataShare, there are several ways to extract data for sampling. The two most common are to extract all journal entries or to extract all entries within a specific account.
To extract all entries, expand "Reporting Packs" on the left hand side of your client's DataShare portal. Once expanded, click on "Generate Journal Entries Report"
Select the audit period you wish to use for your sample testing.
A listing of all journal entries will generate. Click the "Download" button to export into Excel. Once exported into Excel, you can use a variety of analytic tools or filter function to test for items by type, account number or name, amount or posting date.
If you would like to sample specific activity within one account, you can generate a General Ledger report. The General Ledger report is found under "Reporting Packs" on the left hand side of the portal. Select the period you wish to sample and click "Generate". The report will generate a .zip file format and stored within your internet browsers default location for downloaded files.
The General Ledger report is a listing of all movement for each account within the company. This may be an abundance of data for some companies. An alternative to extract data for sampling a specific account would be to drill down into the Trial Balance.
To extract data using this method, expand the "General Ledger" tab on the left hand side of your client's DataShare portal. Click on "Trial Balance"
Select on the period that you wish to use for extracting your audit sample.
Within the Trial Balance, you can search for a specific account or click directly onto the account you wish to extract data for sample testing.
Once you select the appropriate account, you will see an account summary giving you the beginning balance, movement and ending balance. Click on the "Movement" total within the report.
You now have a complete listing of all activity within the specific account. Click "Download" to export the data to Excel. Once the data has been extracted, you can use a variety of analytic tools or filter function to test for items by type, amount or posting date.