Workflow Checks

Think of Workflow Checks as individual tools or tasks that require review by someone. These checks are added to Workflow Templates to create a standardised process that you can assign to team members and clients.

When you click on a Workflow in the Workflow List, you are taken to a special “Workflow Mode”, which hides the distractions of the rest of Dext Precision and allows you to focus on the job at hand.

Managing and Completing the checks (tasks)
Additional configuration options
Data Driven Checks list
Custom Checks list

Watch our video (27 seconds) on our Intelligent Data Checks

What you need to know:

Changing the list of checks included in a workflow can only be done by editing the Workflow Template.
Once a workflow has been started (in progress) any changes made to the workflow template will not be actioned until the next scheduled workflow for that repeating workflow.
If you need to make changes for the current period/workflow you could set up a One Off Workflow adding the checks you want to include just for the specific period.

Managing and Completing the checks (tasks)

From here you can run through the Checks (or Tasks) in a logical order and mark each one as complete once you are happy. You also have the option to mark tasks as complete with issues or not applicable. The checks included in a workflow will likely be a combination of Data Driven Checks and Custom Checks. More on those are shown further down this article.

If the Check has a down-arrow on the right-hand-side, then it can be expanded to show more detailed information by clicking on the card:

Additional Configuration options

Some Checks have additional configuration options that can be adjusted while you are in Workflow Mode. These Checks have cog icons beside their title. Clicking on the cog will bring up the options that can be adjusted:

Data Driven Checks List

Sometimes if a Check raises an alert then you are prompted to take action and fix whatever Dext Precision has found to be the issue. Workflows provides a library of these Checks that can be combined together into Workflow Templates.

A list of all data driven checks available in Dext Precision:

Check Name	Description	Xero	QuickBooks
Aged Receivables	A review of your aged receivables balance, find out who is late in paying you!	Yes	Yes
Average Debtor Days	The Debtor Days ratio shows the average number of days your customers are taking to pay you.	Yes	Yes
Bank Reconciliation	This shows the total of unreconciled transactions across all bank accounts in Xero, as well as the oldest item. Ideally, all transactions should be reconciled as quickly as possible. In QuickBooks this is called Unreconciled Transactions	Yes	Yes
Aged Payables	A review of your aged payables balance – the invoices you have not paid yet.	Yes	Yes
Client has paid PAYE	Confirm with the client that they have paid PAYE as per HMRC	Yes	No
Contact Defaults	Search each Contact’s transaction history to suggest default reporting codes or VAT Rates which are then pushed back into Xero.	Yes	No
Cost by Account Code	Designed to analyse the activity in the General Ledger over time and automatically detect issues.	Yes	Yes
Customer Reliance	Monitor business reliance on key customers and assess associated risk.	Yes	Yes
Dividends Status	Keep track of who has declared dividends, how much they have declared and when they declared them.	Yes	No
Dormant Accounts	Give your chart of accounts a spring clean – review all of the account codes which have not had activity in a while and archive them.	Yes	Yes
Draft Invoices	Highlights any draft bills or sales invoices in Xero	Yes	No
Duplicate Contacts	Duplicate contacts go through all your Xero contacts and matches contacts that we think are the same supplier or customer.	Yes	Yes
Duplicate Transactions	Dext Precision looks across invoices and bank transactions and highlights records that it thinks could be unwanted duplicates.	Yes	Yes
Entertainment Accounts	A useful tool that tracks your spend on client and staff entertainment and will let you know if you have breached any thresholds	Yes	Yes
Estimated Corporation Tax	A simple Corporation Tax estimate to keep track of how much tax your client needs to pay.	Yes	No
Estimated VAT	An estimation of VAT liability for the period	Yes	No
Fixed Asset Account Reconciliation	We will take your fixed asset balance compare it to your balance sheet balance, highlight imbalances and then tell you the date that the imbalance started.	Yes	No
Fixed Asset Accounts	Checks that Fixed Asset Account Types match up to a corresponding General Ledger Account	Yes	No
Fixed Asset Depreciation Reconciliation	We will take your fixed asset depreciation account and compare it to your balance sheet depreciation account, highlight imbalances and then tell you the date that the imbalance started.	Yes	No
Fixed Asset Depreciation Run Date	Shows you the last time depreciation was run.	Yes	No
Fixed Asset Drafts	Review all draft assets to check none need to be published to balance the register	Yes	No
Historical Changes	Detects changes in a defined period of historical data, since a defined date (such as a filing date).	Yes	No
HMRC Status	Filing and Payment amounts and dates, direct from HMRC	Yes	No
Lock Dates Status	Track changes to Xero’s lock dates and combine with account filing information from Companies House (where available) to help you keep Xero data stable	Yes	Yes
Multi-Coded Contacts	Multi-coded contacts searches through your contacts history to highlight where a contact has been coded against multiple account codes of VAT rates.	Yes	Yes
Net Assets	Keep track of net assets over time, and compare current status with previous periods.	Yes	No
Overpayments	Stay on top of overpayments	Yes	Yes
PAYE Status	Ensure the PAYE control account is behaving as it should.	Yes	No
Payroll Status	Ensure the Payroll control account is behaving as it should.	Yes	No
Pensions Status	Ensure the Pensions control account is behaving as it should.	Yes	No
Regular Suppliers	Designed to analyse payments to suppliers over time and automatically detect issues.	Yes	Yes
Revenue Movement	Keep track of revenue over time, and compare performance with previous periods.	Yes	Yes
Supplier Reliance	Monitor business reliance on key suppliers and assess associated risk.	Yes	Yes
Tax Review By Code	Review all transactions for the period over a certain value, grouped by sales tax code	Yes	No
Transactions with Attachments	Review attachments for all transactions over a certain value for the period	Yes	No
Transactions without Attachments	Review all transactions per the period over a certain value that don’t have attachments	Yes	No
VAT Balance Sheet Review	For VAT Review – highlights any Balance Sheet transactions with sales tax applied	Yes	No
VAT Control Account	Review the balance of the VAT Control Account against pending liabilities	Yes	No
VAT Expense Account Review	For VAT Review – highlights high-risk Expense transactions such as Entertainment, Printing and Travel	Yes	No
VAT Revenue Account Review	For VAT Review – finds Revenue transactions that have a non-revenue tax type	Yes	No
VAT Scheme Threshold	Compares rolling turnover with the business’s VAT Scheme thresholds to ensure compliance	Yes	No
Xero Activity	Monitor for sales and bills activity within Xero and raise alerts if none are detected for 30 days	Yes	No

Custom Checks List

Custom Checks are non data driven checks that allow you to prompt your team members to perform a task or review that falls outside of the existing Dext Precision data driven checks.

Examples for Custom Checks could be:

Check invoices for costs and sales have been published to Xero or QuickBooks Online
Engagement Letter has been signed
Check bank statement balance matches actual bank statement
Send queries to client
Send VAT return to client for approval
More examples listed in screenshot below