Jeanie Ebury for Wiebe Hinton Hambaleck writes: All important accounting changes/edits in QuickBooks are recorded on the Audit Trail report. If you need to do a bit of digging in your file, this is where you should look. Because it's comprehensive of all activities, these tips for how to sort and read the report will be very helpful.
How to Run the Report
In your file, go to the Reports menu, click Accountant & Taxes, then click Audit Trail. You should know that there is a simpler report if you're looking for detail on a single, specific transaction. It's called the Transaction History report.
What Changes Are Tracked?
The Audit Trail report tracks things that impact accounting integrity. Changing the following information about any transaction in QuickBooks will cause it to be included in this report:
Transaction Date
Document Number
Payment Terms
Sales Rep
Shipping Date
Modifying User
Account
Class
Associated Name
Amount
Quantity
Unit Price
Item
Payment Method
Due Date
Whether the line item represents a discount or not
Reconciliation Status
Posting Status
Billed Date
Transaction Type
Payment Terms
Sales Rep
Shipping Date
Modifying User
Account
Class
Associated Name
Amount
Quantity
Unit Price
Item
Payment Method
Due Date
Whether the line item represents a discount or not
Reconciliation Status
Posting Status
Billed Date
Transaction Type
(Related reading: How to View a Previous Reconciliation in QuickBooks)
How to Read the Audit Trail Report
Any changes or edits are highlighted in Bold Italic type in the report. If there are multiple versions of a transaction, the earliest version will have no highlighting, but subsequent versions will highlight each value that differs from the previous version's value in that field by displaying the value in bold italics. If a line item was added to the transaction, that entire line of the report will be highlighted.
Each transaction is identified by a bold heading. The transaction heading information always appears in the following order:
1. The type of transaction (deposit, check, bill payment, etc.)
2. The document number (if applicable)
Sorting the Audit Trail Report
By default, the Audit Trail report is sorted by the user who created or last modified the transaction, the transaction type, and the date the transaction was created or last modified. Filters are available to sort out only the information you want to see.
Other Tips
1. The Num column displays the user-specified transaction number for each modified or deleted transaction. This field will be blank if a transaction is ready for printing and has not yet been assigned a transaction number.
2. The State column identifies whether you are looking at the most recent version of a transaction (the Latest) or an earlier version of the same transaction (a Prior). Transactions may have multiple Prior entries listed, but only one Latest.
This status (Latest or Prior) is automatically assigned by QuickBooks as transactions are added, deleted, or modified. To view the most current version of the transaction, double-click any field in the Latest entry in the report.
Use this report to clarify muddy transactions, double check correctness, or check employee activity. It has many uses and is a necessary tool for business owners.
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