There are some transactions in our QuickBooks online books that have had some edits made by the "system". What does it mean?

Hi there.

In QuickBooks Online (QBO), there are many reasons why it shows System or System Administration in the User field when utilizing the Audit log option. Usually, these changes are automatically made by QBO and not by other users from your team. We'll list them down to give you insights:

• You change a record, and the change affects another record. For example, if you edit a payment and link it to a different invoice, you may see a System Administration event for a change to the original invoice.
• You connect a third-party app to QuickBooks. When the third-party app sends data to QuickBooks, or when it makes a change to your existing data, this appears as a System Administration event.
• You create a recurring transaction, such as a recurring expense. When QuickBooks automatically adds an instance of the transaction to your books, a System Administration event appears in the audit log.
• You set up other events to happen automatically, even when you’re not signed in. For example, a System Administration event may appear when there's an update to your bank feeds.

You can check this article for more details: Use the audit log in QuickBooks Online.

Also, we've added these articles to help you review changes made with your transactions, and add more details to your reports inside the program:

• Run reports in QuickBooks Online.
• Customize reports in QuickBooks Online.

We appreciate you informing us about the changes made inside your company. Please don't hesitate to let us know if you have any additional questions related to QuickBooks. We're here, and we've got your back. Stay safe.

Ok now, how do I get my transaction back to the original?

Welcome back to the Community, deepti3. I know a way to revert the information to the original form in QuickBooks Online (QBO).

You can utilize the Audit Log Report to see the original details of the transaction and re-edit them using this. Let’s say you’re referring to an invoice transaction, then we can open that and re-enter the original details based on what has been recorded in the report. 

To start, let’s pull up the report by following the steps below:

1. Go to the Gear icon and select Audit Log.
2. In the report window, filter the Date Changed and Events to narrow down the results.
3. Locate the transaction you’re referring to, and click View under the History column.
   
4. You can take note of the original details from the Audit History or Transaction History.
   

For example, you’re reverting initial information entered to an invoice. Thus, you can make changes by following steps:

1. Go to the Sales menu and select Invoices.
2. In the Invoices tab, locate the invoice transaction.
3. Click Edit under the Action column and start making the changes with the information you had from the Audit Log Report.
4. Tap the Save button to record the amendments. 

By utilizing different types of financial reports, you can gain valuable insights into the financial growth of your business. Additionally, I have included a helpful resource that provides comprehensive guidelines on how to customize these reports to your specific needs:

• Run reports in QuickBooks Online
• Customize reports in QuickBooks Online

As always, you can ping me in this forum if you have more questions about managing your business transactions. Assistance is just a few clicks away, and have a good one!

How do I know which transaction systems have changed in the books?

Thanks for getting back with the Community, deepti3_1.

When viewing your audit log records, any that've had changes made to them by the System Administration user will show a System Administration event. This is how you can identify records that had changes made to them by your System Administration user.

You'll also be able to find many detailed resources about using QuickBooks in our help article archives.

Please feel welcome to send a reply if there's any additional questions. Have a lovely day!

Why are our books edited with the name "System" without any knowledge of us? and we do not have a user named "system".

Please see the attachment. There are many transactions that have been edited by the system.

Intuit ensures the security of your data. I'll share some information why this is happening, Deep.

QuickBooks automatically creates specific user profiles to track certain actions in the audit log especially when someone changes a transaction that was already made in your books. If you see a user you don't recognize, it's most likely an Online Banking Administration, Support Representative,  System Administration and Import Administration. 

Since you're seeing your books edited by the system, this happens for a variety of reasons:

• You change a record, and the change affects another record. For example, if you edit a payment and link it to a different invoice, you may see a System Administration event for a change to the original invoice.
• You connect a third-party app to QuickBooks. When the third-party app sends data to QuickBooks, or when it makes a change to your existing data, this appears as a System Administration event.
• You create a recurring transaction, such as a recurring expense. When QuickBooks automatically adds an instance of the transaction to your books, a System Administration event appears in the audit log.
• You set up other events to happen automatically, even when you’re not signed in. For example, a System Administration event may appear when there's an update to your bank feeds.

Therefore, you don't have to worry when there are some changes done by the system since these are only indirect edits and happens only when you modify a transaction that affects other transactions.

Furthermore, you may also need to view transaction changes, check out this article for more details: How To View Transaction Changes In The Audit History.

You can always get back to us if you have any questions about your transactions. We're always right here to ensure everything is taken care of. Have  great day ahead!

I just spent over an hour on the phone w/ support. I learned that there are AUTOMATION SETTINGS that are causing this to happen. 

Soooo .... 

Go Click on the GEAR in the upper right hand corner.

Scroll down the left to ADVANCED

Scroll to AUTOMATION

TURN OFF Automatically apply credits 

Click DONE

Now ... you will need to go back to the invoice in question, click the payment, click on the DEPOSIT for that payment and delete the deposit. 

You should be able to then delete the incorrect payment

Then you should be able to apply the correct payment. 

I've been fighting with this for months on end. The "pat response" listed above is information only. It is NOT the fix for this. 

The Support person I worked with didn't believe me when I showed her what was happening at first, she had to get someone else to give her guidance. She completely understands the problem now and is escalating it. She said they will be reaching out to everyone that has posted a similar issue to help guide you through fixing things. ::shrug:: who knows if that will happen. 

I did tell her that I am confident this change happened when they did a system update last year. I've been plugging along trying to fix it myself but this last one would not allow me to revert it no matter what I did. 

Hope this helps.