AutoCount Document Integrity Management Plugin

AutoCount Document Integrity Management Plugin — Field Validation & Data Control for AutoCount Documents

AutoCount Document Integrity Management Plugin is an AutoCount Accounting add-on that gives administrators control over which fields are mandatory, optional, or restricted in every document entry. Define field-level rules per document type — make certain fields compulsory so documents cannot be saved without them, restrict specific fields so users cannot modify them, and enforce consistent data standards across your entire team. The plugin also tracks document changes, maintains an audit trail of modifications, and prevents unauthorised alterations to critical business documents. Designed for Malaysian SMEs that need to ensure data accuracy, completeness, and compliance across all accounting and commercial documents.

Why AutoCount Document Integrity Management Plugin?

In standard AutoCount Accounting, most fields in document entries are optional — users can save an invoice without entering a salesman code, skip the project field, leave the description blank, or omit a reference number. This flexibility becomes a problem when management needs consistent, complete data for reporting, auditing, and analysis. A sales report grouped by salesman is useless if half the invoices have no salesman assigned. A project profitability report fails if staff forget to tag documents to projects. The Document Integrity Management Plugin closes these gaps by making critical fields mandatory at the system level — staff cannot save the document until all required fields are completed.

AutoCount Document Integrity Management Plugin Key Features

Mandatory Field Enforcement

Set any field as mandatory for specific document types. Make the Salesman field compulsory on all Sales Invoices. Require the Project field on all Purchase Orders. Force the Reference Number field on all Delivery Orders. When a user tries to save a document without completing a mandatory field, the system blocks the save and prompts the user to fill in the required information. No more incomplete documents — every record has the data your business needs for reporting and compliance.

Optional & Restricted Field Control

Beyond mandatory fields, set fields as optional (available but not required) or restricted (visible but not editable by certain users). A restricted field might show the cost price on a sales document for managers but prevent salespeople from modifying it. An optional field might capture additional reference information when available but not block document entry when it's absent. Each document type can have its own combination of mandatory, optional, and restricted field rules.

Rules Per Document Type

Configure field rules independently for each document type. Quotations may require a Salesman and Validity Date. Sales Orders may require a Project and Department. Purchase Orders may require an Approved By field and Budget Code. Each document type has different data requirements — the plugin lets you enforce exactly the right rules for each one without applying blanket restrictions across all documents.

Document Change Tracking

The plugin tracks changes made to documents — who modified what, when, and what the previous values were. If someone edits an invoice amount, changes a delivery date, or modifies item quantities after the document was originally saved, the change is logged. Management and auditors can review the modification history to verify document integrity and detect unauthorised alterations.

Preventing Unauthorised Modifications

Implement controls that prevent specific users from modifying documents after they have been saved or approved. Once an invoice is finalised, junior staff cannot edit the amounts, dates, or customer details. Only users with the appropriate access rights can modify locked documents. This prevents both accidental changes and deliberate tampering with financial records.

Audit Trail

Maintain a detailed audit trail of who accessed, created, modified, or attempted to modify each document. The audit trail records the user, date, time, and nature of the action. This provides the transparency and accountability that external auditors, management, and regulatory bodies require — particularly relevant for Malaysian businesses subject to LHDN compliance and financial reporting standards.

Access Right Control

The plugin integrates with AutoCount's User Maintenance and Access Right system. Administrators control who can configure field rules, who can override mandatory field requirements, and who can access the Document Integrity Management settings. This prevents users from weakening the controls — only authorised administrators can modify the integrity rules.

Who Should Buy AutoCount Document Integrity Management Plugin?

Businesses with Data Quality Issues

Any Malaysian SME where staff regularly submit documents with missing or incomplete information — no salesman code, no project tag, no reference number, no department. If your reports are unreliable because the underlying data is inconsistent, mandatory field enforcement fixes the problem at the source.

Companies with Compliance & Audit Requirements

Businesses subject to external audit, ISO certification, or regulatory requirements that demand documented data integrity controls. The plugin provides system-enforced field validation and a modification audit trail — evidence that your document data meets compliance standards.

Multi-User Environments

Companies with multiple staff entering documents where consistency is critical. When 10 people create invoices differently — some fill in every field, others skip half of them — reporting and analysis suffer. The plugin enforces the same data standards for every user on every document.

Businesses Needing Document Modification Control

Companies where unauthorised changes to finalised documents pose a financial or legal risk. The plugin's change tracking and modification controls ensure that once a document is saved or approved, it cannot be silently altered without a recorded trail.

Project-Based Businesses

Construction firms, engineering companies, event organisers, and any business that tracks revenue and costs by project. Making the Project field mandatory on all sales and purchase documents ensures every transaction is tagged — no more orphaned transactions that distort project profitability reports.

Businesses with Sales Team Reporting Needs

Companies that report sales performance by salesman, by territory, or by department. If the Salesman or Department field is not mandatory, staff will skip it — and your sales analysis reports become incomplete. The plugin ensures these fields are always filled.

What's Included

✅ Mandatory Field Enforcement Per Document Type
✅ Optional & Restricted Field Control
✅ Independent Rules Per Document Type
✅ Document Change Tracking (Who, What, When)
✅ Prevention of Unauthorised Document Modifications
✅ Full Audit Trail
✅ Access Right Control for Plugin Settings
✅ Compatible with AutoCount Accounting 2.2