Have you ever used the Audit Log in QuickBooks? You might assume this feature, which keeps track of (almost) every action or “event” that occurs in QuickBooks, is strictly for accountants.
It’s not. Instead, the Audit Log provides an in-depth overview of the actions you take in QuickBooks. That’s not all. In addition to preserving a detailed history of your business transactions, the Audit Log can help you discover hidden data errors, streamline your team’s workflow and even save you from errant mouse clicks.
Ready to find out more about this useful function? Read on.
I did something … at some point … I think …
The Audit Log is a great tool for retracing your steps. Most actions in QuickBooks, from logins to entered credit card expenses to edited contact details, are recorded in the Audit Log. This running database is particularly useful in cases when you want to recall a past transaction - maybe you have a sense of what you’re looking for or when it happened but can’t remember specific details. If your search turns up zilch, hop into the Audit Log and see if an entry jogs your memory.
There’s an error somewhere in the books
The Audit Log’s detailed history lets you review countless business data details. Everyone makes data entry errors at some point. Big errors raise huge red flags that are relatively easy to spot, but some are just minor enough to go unnoticed until it’s time to reconcile the books.
Digging through your Sales and Expense lists is a good first move, but the Audit Log lets you see events across your lists that may have caused your accounting anomaly. You might discover, for example, you accidentally edited a client’s contact info just before a Sales Receipt was sent … to the wrong person.
Click the “View” link in the History Column on the main Audit Log Dashboard to call up history about specific items
Many cooks in the kitchen
For teams working collectively on accounting, cloud-based software offers several advantages. It reduces time spent on data entry, syncs data across devices to prevent prevents double-entry errors, allows multiple eyes to check the figures and offers inherent flexibility for where and when work can be done.
Owners and managers can use the Audit Log to track their team’s progress. As a leader, it’s important to know who is doing what and when to balance workloads, recognize workflow patterns and ensure everyone is contributing in the best way possible. Bolstered by such knowledge, you’ll be able to ensure team-wide consistency and efficiency.
My kid found my QuickBooks!
Parents and kids often work from the same home computer. It’s easy to imagine stepping away from your screen while leaving your work in an open window. If your little one hops up to start another activity, it’s easy to accidentally close a window or alter a data table. One inadvertent keystroke or mouse click can critically impact your accounts.
Fortunately, QuickBooks let's you retrace your steps. Open the Audit Log, use the filter to narrow the search results to the time you stepped away -- and reverse the unexpected changes.
Now it’s your turn
Has the Audit Log ever saved you from hours of head-scratching data-digging or frustrating searches? Do you use Audit Log to solve a problem we haven’t mentioned?
Please share your story so others can learn.
I wish the audit log was complete, that would make things so much easier.
The laudit og records a user log in, but NOT a user log off, not even if the auto log off due to the timer function occurs.
And for an entry that is an edit (of an item), when you click view, nothing tells you what the edit was or what the edit changed
can you say half-stepping
I have to completely agree with @Rustler. The audit log does not tell a complete and true history. I try to use it all the time, but most of the time end up having to search for the thing I need to find.
Yes, I have. One time a large journal entry got deleted. It was a loan from a friend who had purchased a bunch of things for the bakery (long story). Each thing had to be listed on there and categorized so we could pay him back. After it got deleted, I tried to fix it, called our accountant (he was the one that put it in originally), he wasn't able to figure it out again and got really upset at me. So I took the papers and went to the audit log. Matched everything up again and after a few hours, had it figured out. :)