ValiData

How it works

This is an automated evidence matching system that will match evidence to supporting documentation.

To validate samples, simply follow these steps:

Step 1

In the Sampling group, click on ‘ValiData’.

A new pop-up window will appear.

Step 2

Check that the Population range is correct and confirm if the first row of the population should be considered as headers.

Step 3

Next, from the drop-down, select the heading containing the document/reference number.

This is the most important step as these details will determine whether an item is matched or not.

Step 4

Click on ‘Select Headers’ and select the headers containing info to be validated.Once Complete, click ‘Continue’ in the pop-up.

Try to only select items that would be reasonably expected to be found on the documents.

Step 5

Click on ‘Select Folder’ and use the File Explorer window to browse to the folder containing all the supporting documentation.

Please ensure that this is not a zip folder, unzip it before hand. Also ensure that all documents are in the same folder and not in the sub-folders.

Step 6

Next select where the output should be presented by selecting an option in the Report in drop-down.

Step 7

Determine if the source documents should be linked next to each transaction or not. Tick ‘Link Source Document’

This option will use Excel’s inherent object embedding functionality to attach a copy of the source document in the document.

Step 8

Select how the output should be shown. The options are either Highlight or Tickmark based on results. Select the desired option by clicking the option box.

Head to step 13 to see what the Highlight looks like and step 14 to see the Tickmarks.

Step 9

All Search preferences are optional.

Tick ‘1 to many matching’ if the sample contains items from the same document, therefore requiring that one document can be matched to multiple samples.

Step 10

Tick ‘Strict document /reference number search’ only if the reference numbers in your data matches exactly to the reference numbers on the documents.

Step 11

Tick ‘Multiple pages per file’ only when the supporting documents are made up of multiple documents each relating to one page of the document. This will effectively treat each page as a new document.

Step 12

Once comfortable with all details, click on ‘Continue’ and ValiData with start to work. A progress bar will show up.

Step 13

If Highlights were selected, the output will be presented through the following highlights:

Green: This cell has been Validated accurately.
Red: This cell could not be found or matched in the document.
Yellow: This will only apply in the Document/ Reference number column. Indicates that this item could not be found in any document therefore it has not been matched to any document.

Step 14

If Tickmarks were selected, the output will be presented through the following highlights:

Green Tick: This cell has been Validated accurately.
Red Cross: This cell could not be found or matched in the document.
Yellow Question Mark: This will only apply in the Document/ Reference number column. Indicates that this item could not be found in any document therefore it has not been matched to any document.

Keep in mind that these tickmarks are linked to the user’s tickmarks and legend, therefore these can be updated and changed.

Step 15

At the top of the output table, will be the particulars of the specific run detailing:

Who performed it and when
The methodology used
The configuration and settings used
Which Columns have been Fuzzy Matched
Number of Documents scanned
Number of Items tested
Number of Matches found
Number of items not found or encrypted documents.