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About the Audit Trail report

The Audit Trail report lists each accounting transaction and any additions, deletions, or modifications that affect that transaction.

How do I create this report?

To do this task

  1. Go to the Reports menu and click Accountant & Taxes.

  2. Click Audit Trail.

What changes are tracked?

To make this report easier to use and understand, QuickBooks does not track changes to transactions that do not impact their accounting integrity in the audit trail. The information about a transaction that is tracked to determine whether it should be included in this report is:

  • 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

What information about each transaction is included in the report?

Any information about the transaction that has been changed is 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 (for example, Check 101). 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).

Note: The Num column displays the user-specified 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.

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.

How is this report sorted?

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.

What happens when a new transaction is added?

When a transaction is added, one entry is listed directly under the transaction heading in the Audit Trail report.

Example

If you write a check on 12/01/05, the transaction heading entry in the Audit Trail report will look something like this:

Num Entered/Last modified Last modified by State...
Check 684
684 12/01/05 08:39:10 Admin Latest...

What happens when an existing transaction is changed?

When a transaction is modified or deleted, the change displays directly under the transaction heading. If a transaction is modified more than once, a Prior entry for each change displays under the same transaction heading.

Although the report is sorted within the heading group by the date the original transaction was created, multiple changes to the same transaction are sorted by date of occurrence.

Example

A bill payment entered on 12/01/05, modified on 12/10/05 and then again on 12/15/05, will look something like this:

Num Entered/Last modified Last modified by State...
Bill Pmt-Check 342
342 12/15/05 10:12:05 Admin Latest...
       
43 12/10/05 10:15:42 User2 Prior...
       
43 12/01/05 09:38:19 User1 Prior...

Use filters to make the report easier to use

To make this report easier to use, you may want to filter it.

By choosing a different date range from the Date Entered/Last Modified drop-down list, you can change the period of time the report covers. The date range of the report is shown in the subtitle under Audit Trail. If All is selected for the report date range, no dates appear.

What do the different date ranges mean?

See also

KB ID# H_RPT_OV_AUDIT_TRAIL
10/1/2014 11:23:43 PM
PPRDQSSWS403 9102 Pro 2013 95be79