Journal Audit Trail

Comprehensive history log for journals and journal entries

What is it? 

Accountability's Journal Audit Trail functionality captures every change, addition, and deletion for journals and journal entries and organizes them into a single report. 

This is available as of November 2, 2024. 

Why does it matter? 

This provides your auditors additional insight beyond the initial creation and posting of journals.  Changes prior to posting are captured and available in reports. 

How does it work? 

There is no set up required to enable this functionality. 

As of November 2, 2024, the complete history of your journals and journal entries are captured and available for reporting.  

1. Navigate to Accounting > General Ledger > Journals
2. Click on the Audit Trail link to generate the Journal Audit Trail Report. Note that Filters specified on the Search Journals page are applied to the report.  
3. The Audit Trail report selection pop-up displays.  The From date defaults to November 2, 2024 and cannot be changed to an earlier date.  As with other reports in the platform, export the data to Excel or click Print to see the PDF version of the report.
   
   
4. The Audit Trail Journals report includes the following columns: 

   Col	Column Name	Journal	Journal Entry	Details
   A	Journal ID	✅	✅	This is the unique database ID  for the Journal.   You can use this column to filter on all journal entries for a single journal.
   B	Journal Entry ID		✅	This the unique database ID for the Journal entry, i.e. line item
   C	Action Type	✅	✅	Possible entries are: Insert  Update Delete
   D	Action Date	✅	✅	Date and Time Stamp, e.g.  11/06/24 14:18:36
   E	User	✅	✅	Employee Code and Name, e.g.  AAS - Accountability Support
   F	Journal No.	✅		This is the Journal Number visible to users in the platform.
   G	Journal Description	✅		This is the Journal Description entered by the user
   H	Office	✅		This is the Transaction Office
   I	Accounting  Year	✅		This is the Accounting Year on the Journal Header
   J	Accounting Month	✅		This is the Numeric Accounting Month on the Journal Header, e.g. 01 for January
   K	Date	✅		This is the Transaction Date
   L	Posted By	✅		For a posted transaction, this is the Code and Name of the Employee who posted it.
   M	Posted Date	✅		For a posted transaction, this is the Posting Date and Time.
   N	Cancelled	✅		No - If the Journal is not in Cancelled at the specified Date/Time  Yes - If the Journal is Cancelled on the specified Date/Time
   O	Transaction Type	✅		This will say "Journals" for manual journals. Otherwise, it will show the source transaction, e.g. Client Job Invoices, Receipts, Payments, etc.
   P	Transaction No.	✅		For a system-generated journal, this is the Transaction No., e.g. if the Transaction Type is Client Job Invoices, this is the Invoice No.
   Q	Reference	✅		This shows the text entered on the Journal Header Reference field.
   R	Currency	✅		This is the Office Currency
   S	Nominated Approver	✅		This is the Nominated Approver on the Journal Header.   Note that Manager Approval History is not captured in the Journal Audit Trail report. Navigate to relevant Approval Search page for this information.
   T	Submitted	✅		Yes - If the Journal or Transaction is in Submitted status as of the Date/Time. No - If the Journal or Transaction has not been submitted as of the Date/Time.
   U	GL Account		✅	This shows the GL Account assigned to each Journal Entry.   For system-generated journals, this shows the detailed journal postings.
   V	Debit		✅	Shows the Debit amount for the GL Account in the Office Currency.  To show the corresponding Credit, make sure to filter on a specific Journal ID (first column) to see the header transaction and the corresponding entries.
   W	Credit		✅	Shows the Credit amount for the GL Account in the Office Currency.  To show the corresponding Debit, make sure to filter on a specific Journal ID (first column) to see the header transaction and the corresponding entries.
   X	Transaction Currency Debit		✅	Shows the Debit Amount in the Transaction's Currency
   Y	Transaction Currency Credit		✅	Shows the Credit Amount in the Transaction's Currency
   Z	Journal Entry Description		✅	This is the Description on the journal line
   AA	Client		✅	Client dissection on the line
   AB	Product		✅	Product dissection on the line
   AC	Supplier		✅	Supplier dissection on the
   AD	Department		✅	Department dissection on the line
   AE	Task Type		✅	Task Type dissection on the line
   AF	Job		✅	Job dissection on the line
   AG	Tax Code		✅	Tax Code on the line
   AH	Tax Adjustment Type		✅	Tax Adjustment Type on the line
   AI	Taxable Value		✅	Taxable Value
   AJ	FX Bank Account Value		✅	FX Bank Account Value, if specified on the line
   AK	Inter Office	✅		Inter Office allocation on the header record
   AL	Inter Office Journal Entry ID		✅	Inter Office dissection on the line
   AM	Date Presented		✅	For transactions with postings to a Bank Account, this shows the Bank Reconciliation Presented Date.

    

5.    How to read the report:  You will see specific data highlighted in grey, showing what changed for the journal or journal entry on the date/time shown. Let's take a look at a simple example below.

• For Journal ID 9479, you will see two history lines on rows 2 and3.  The second line has Column N | Cancelled set to [Yes] highlighted in grey.  This means that the Cancellation status of this journal changed from the "No" (first line) to "Yes' (second line). 
• For Journal ID 9895, you will see that the Journal Description (column G) was updated from blank (row 4) to "Test" (row 5).