Audit Trail

Introduction

The Audit module is a powerful auditing and control tool that records every action performed in the system by users. This module is responsible for documenting all changes made to documents and transactions within the system, providing a detailed and easy-to-follow record.

Every modification, addition, or deletion made to documents is logged, including the details of what was changed, when it was changed, and who made the change. This provides administrators with complete visibility into all activities within the system, making it easier to detect errors, anomalies, or suspicious activities.

2. Event History (Audit)

To access the event history, follow these steps:

1. In the main menu, go to Accounting and then click on Audit.
2. In the Event History, you can see a general list of all actions performed by users in the system.
3. You can view the event, the user who executed it, the device and operating system used, and the date it was performed.
4. To view the details of the event, click on the transaction number.
5. In the sub-panel, you can see the fields and changes, with columns for the previous value and the new value.
6. Click on the X to close.

3. View Audit Trail from a Document

In the "Audit" or "Event History" module, you have access to a summary of all transactions that occur in the system. While this module shows all actions in a general way, you can also view specific changes directly from the document or transaction you are interested in.

To access the change history of a document, follow these steps:

1. In the main menu, navigate to the desired module, for example: Sales, and then click on Invoices.
2. In the list of documents, find the document you want to check.
3. Click on the action menu (three horizontal dots) and then select Audit.
4. You will be able to view the audit trail specific to that document, showing the changes made over time.
5. When you are done, click X to close the screen and return to the list.

Tips & Best Practices

Here are some tips and best practices to optimize the use of the Audit module and leverage its ability to track and record all actions in the system:

1. Regular Review
   Performing frequent reviews of the event history can help detect unexpected or unauthorized changes early and correct them before they cause issues.
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2. Understand Changes
   Observing the "previous value" and "new value" of changes made helps you better understand what changes were made.
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3. User Education
   Ensure that all users of the system understand that every action they perform is logged. This can help foster a culture of accountability and accuracy.
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4. Use Specific Document Auditing
   If you are investigating a specific transaction or document, remember that you can access its change history directly. This can save time compared to searching for the transaction in the general event history.
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5. Privacy and Security
   Be aware that audit information may contain sensitive data, such as who made a change and when. Ensure that only individuals with the appropriate authority and training have access to this information.
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6. Error Correction
   If you discover an error through the audit module, make sure to correct it immediately to maintain data integrity.

By following these tips, you can make the most of the tracking capabilities of the audit module and keep your data secure and accurate.