How to Use QuickBooks Audit Trail

How to Use QuickBooks Audit Trail

This is one of the most persistent errors that one faces from time to time. You often lost a transaction date that was there in your system just five minutes ago. Now you are not able to locate it. It’s strange but it happens a lot.

In order to access the Audit Trail Report, highlight Reports>Accountant and Taxes>Audit Trail. Once you launch the reports, it defaults to today’s date. We given several columns, including however not limited to: Num Entered/Last Modified by, Date, Name and Account. These columns can obviously modified and moved around as and when you desire, because not everything is relevant to you or your business.

To customize the report according to your personal liking, choose the option for “customize report”. You will find the option somewhere on the upper left hand corner of the report. Here we will be provided with the “Modify Report: Audit Trail” window. In this particular window, we have 4 specific tabs: Display, Filters, Headers/Footers, and Fonts &Numbers. In one following section, we will discuss the various options under each tab heading.

What is an QuickBooks Audit Trail?

With the help of this feature, you can keep track of all the modifications made to the QuickBooks data file in the past. We must be sure to activate the QuickBooks option that permits multiple users to make modifications to the QuickBooks data file if we wish to use it. Additionally, it might considered a lifesaver in terms of keeping track of several transactions. If you have ever found yourself in a similar predicament, turn on QuickBooks’ valuable “Audit Trail” feature. We will help you comprehend the benefits of the audit trail and how to enable it in this section.

What is the importance of an Audit Trail in the QuickBooks Desktop?

Having control over duties such as reviewing bills, editing invoices, and maintaining vendor accounts is possible with QuickBooks. The audit trail in QuickBooks Desktop can used for all of these tasks. QuickBooks created specifically to enable many users to view a data file through the use of the audit trail function. We frequently have the problem of misplacing a transaction for which we ill-equipped to find it.

Display:

There are multiple alternatives under show. The report date range, which specifies the date ON the transaction, for example, the date on an invoice. The “days entered / last modified” filter will then appear. This filter often causes confusion for novice users because it displays the date WHEN the transaction entered or modified, not the date it appears on the transaction. The third screen is the columns options, where we select which columns to show in the report and whether to show deleted transactions to the right of that.

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Filters:

As the name implies, you can refine your transaction search by using filters. Numerous criteria, including name, amount, account, customer:job, vendor, and so on, are available for selection. To apply a filter, first choose your preferred choice from the left-hand scrollbar, then enter the necessary data in the middle (any text can entered; many filters have dropdowns, as seen in the screenshot). The filter will applied and displayed on the right side of the Filters Tab once the options have chosen. A filter can removed by first selecting it with a left mouse click, then selecting “Remove Selected Filter.”

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Header/Footer:

This page allows you to change and alter the content that appears in the report’s header and footer. We won’t go into too much depth on this tab because everything is quite self-explanatory. If you have any questions, please don’t hesitate to email us or leave a comment below, and we would pleased to help.

Fonts/Numbers:

Yet another simple list of choices. The purpose of this tab is to change how the report looks. Reports can individually customized from this tab, but by default, they will use the default report settings located under Edit>Preferences>Reports & Graphs>Company Preferences> Format.

Now that the various report configurations have explained, let’s examine how to interpret the Audit Trail Report:

You may see that I changed several of the columns in the attached screenshot to show the transaction “Type” and “Transaction #” (reduced to Trans # on the column name). Our Date and Entered/Last Modified do not match, as you can see. The entered/last modified range looks to see when/if the item created or touched most recently, and the Date is the actual Date ON the transaction, as I explained before in this post. Realizing this distinction is crucial, since many inexperienced users get stuck here.

Finally, we may view the last person who made changes to the transaction. Finding out exactly WHO made the modification or removed the transaction can done with the use of this information. This is a perfect opportunity for me to bring up: In addition to security, it’s critical to make sure each person in QuickBooks has their own user account. This guarantees data integrity and the ability to monitor changes in the audit trail. Finally, let me say this:

The bold line in this report indicates what has altered or modified, and every line represents the SAME transaction at different points in time. When reading the Audit Trail make sure you’re looking at the appropriate transaction. We recognize that it can be perplexing, particularly when audit trail data accumulates over time and becomes overwhelming! If so, please contact us. Our Certified ProAdvisors are available to assist you in understanding this report and any other reports your company may utilize with QuickBooks Desktop.

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