Audit trail report

The Audit Trail will display any items that were created, changed or deleted between a specific date range along with any items dated in between two dates.

To run the audit report :

  1. Go to Home > Reports.

  2. Select Business then Audit Trail.

  3. Select either Specific transaction, Transactions dated between, or Transactions created or edited or deleted between.

    • Specific transaction - this will run the audit trail for a specific transaction as specified by their Tx Number. That is, '1' would be the first ever transaction in the IRIS KashFlow account.
    • Transactions dated between - this will include transactions that are dated between the Start Date and End Date (inclusive) entered.
    • Transactions created or edited or deleted between - this will show Invoices, Purchases and Transactions that have been created, changed or deleted between the Start Date and End Date (inclusive) entered.

You can only get Transaction Numbers from a less specified Audit Trail, or through API methods

  1. In Customise, select what to include in the report.

    The report will update according to your selections.

    You can also Download, Print, or Email the report.

Understanding the audit trail

The audit trail displays 11 columns of details:

  • Entry date/time: Date and time that the transaction was entered into IRIS KashFlow.
  • TX no.: Audit trail transaction number. Everything you enter or change in IRIS KashFlow is given a unique transaction number, with which the Audit Trail reports in ascending order.
  • Type: type of transaction. The following codes are used:

    • BP = Bank Payment (Money Out Transaction)

    • BR = Bank Receipt (Money In Transaction)

    • CP = Cash Payment

    • CR = Cash Receipt

    • JD = Journal Debit

    • JC = Journal Credit

    • SI = Sales Invoice – default (Positive Valued Invoice Line)

    • SR = Sales Receipt (Invoice Payment)

    • SC = Sales Credit Note (Negative Valued Invoice Line)

    • SD = Discount on Sales Receipt

    • SA = Sales Receipt on Account (Unassigned Debtor Payment)

    • PI = Purchase Invoice (Positive Valued Purchase Line)

    • PP = Purchase Payment

    • PC = Purchase Credit Notes (Negative Valued Purchase Line)

    • PD = Discount on Purchase Payment

    • PA = Purchase Payment on Account (Unassigned Creditor Payment)

  • Date: The date that the item is recorded for.
    • For transactions, payments, and journals, this is the date the money entered or left the bank account.
    • For Invoices and purchases (and line items), this would be the due date.
  • Reference: Account codes, names, or assigned invoice and purchase numbers.
    • For transactions, payments, and journals this will show the bank account, and if applicable, the invoice or purchase number.
    • For line Items of invoices and purchases this will show the customer or supplier code, and the invoice or purchase number.
  • Value: The amount of an item excluding tax.
  • Narrative: Comment or description.
  • VAT is divided into:
    • Rate: VAT rate %.
    • Input VAT: VAT that you have paid for your purchases.
    • Output VAT: VAT that you have applied to your sales.
  • Nominal Code: Nominal Code that the item is applied against. The Nominal Code Number is displayed as well as its Name, for example '2100 – Creditors Control'.
  • Changes: If this item has been changed at all a number will be listed in the changes column. Select the number form this column to see the history of changes for this item.

Examples

Using the audit trail to see if an Invoice has been changed

  1. Set the Start Date and End Date to the Invoice Date then select Run Report.
  2. Select Transactions created or edited between.
  3. Deselect all options besides Include Invoices.

If changes have been made you will see a number in the changes column; click the number to reveal the changes made and when.

Using the audit trail to see if an invoice has been deleted

  1. Set the Start Date to a date you know the Invoice was definitely present in the account and the End Date to today’s date.
  2. Select Transactions created or edited between.
  3. Deselect all options besides Include Invoices and Include deleted items.

Look through the list of items for any rows highlighted in red, these will be items that have been deleted.