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mph
Level 1

Query:

Employee makes entry into quickbook ledger to reflect check written, by date, to whom written, check number, etc.

 

Admin terminates employee and 4 months later Audit Trail shows entry using fired employees password and changes of date of check and to whom made in order to frame employee as embezzler.

 

Is this possible?  The column of "Entered/Last Modified" and column of "Last modified by".

 

Can someone actually make changes on Audit trail to make changes on ledger to show different date and payee on check?

10 Comments
Anonymous
Not applicable

Are you using QB desktop?  Your post sounds like it, but QB Online was picked as the product.

 

RE: meaning of "Entered/Last Modified" and "Last Modified by"

 

"Entered/Last Modified" is the timestamp when the transaction was last modified

 

"Last Modified by" is the user logged into QB who did that modification.

 

RE: Can someone actually make changes on Audit trail to make changes on ledger to show different date and payee on check?

 

The audit trail already shows changes to the payee field and the date field. Is this what you're asking for?

mph
Level 1

You are correct it is a 2014 Pro desktop.

What about the date and time that appears in top left corner?  Does this reflect when and what time the person logged on or when a screenshot was taken of the screen?

Rasa-LilaM
QuickBooks Team

Thanks for the quick response, mph.

 

Allow me to join the conversation and clarify the time stamp that appears in the upper left corner of the report.


You’re correct! That’s the actual time and date the user opens the Audit Trail Report. This information is generated by QuickBooks and is also helpful when printing the report.

 

For more insights about this feature, follow the steps below to view the link for each topic:

 

  1. Go to Help at the top menu bar.
  2. Select QuickBooks Desktop Help.
  3. Enter Audit Trail in the search box.
  4. Under Answers in Help, click on the topic to show the details.

au1.png au2.png au3.png

If you have additional questions or concerns, please let me know by leaving a comment below. I'm here to answer them. Have a good one.

 

mph
Level 1

So, I've been told that the date and time only reflect when screen shot is made.  So obviously that is incorrect.  And to once again seek clarity, once the user goes into the Audit Trail on a particular date and time, that person can then modify entries made previously to change Date of Check as well as Check payee.  Correct?  Once that is done the Audit Trail can show the "Prior" entry and the "Latest" entry.  Correct?  I just need to know if all entries can be changed or do they remain permanent from initial entry and one cannot make the changes referenced above.

 

Thanks to any and all who can provide clarity on these issues!

Anonymous
Not applicable

RE: And to once again seek clarity, once the user goes into the Audit Trail on a particular date and time, that person can then modify entries made previously to change Date of Check as well as Check payee.  Correct?

 

No.  There report is just a report of what has already happened.  Running it does not give the user any new rights.  If a user has rights to do something, they can do it at any time, and if it is a thing the report tracks, then the change will appear in the report.

 

RE: Once that is done the Audit Trail can show the "Prior" entry and the "Latest" entry.  Correct? 

 

Yes.

 

RE: I just need to know if all entries can be changed or do they remain permanent from initial entry and one cannot make the changes referenced above.

 

Almost everything you can do in QB can be undone.  You can restrict users' rights to prevent some actions.

john-pero
Community Champion

All entries can be changed at any time by anyone with that level of access unless the books have been closed through a specific date. Example, you close the books as of 12/31/18, absolutely nothing prior to that date can be changed or added to. The audit trail is only a report  you cannot edit from within it. You can edit and then that change will be reflected in a refreshed report.

Anonymous
Not applicable

RE: And to once again seek clarity, once the user goes into the Audit Trail on a particular date and time, that person can then modify entries made previously to change Date of Check as well as Check payee.  Correct?

 

No.  The report is just a report of what has already happened.  Running it does not give the user any new rights.  If a user has rights to do something, they can do it at any time, and if it is a thing the report tracks, then the change will appear in the report.

 

RE: Once that is done the Audit Trail can show the "Prior" entry and the "Latest" entry.  Correct? 

 

Yes.

 

RE: I just need to know if all entries can be changed or do they remain permanent from initial entry and one cannot make the changes referenced above.

 

Almost everything you can do in QB can be undone.  You can restrict users' rights to prevent some actions.

qbteachmt
Level 15

It's the opposite of this: "Can someone actually make changes on Audit trail to make changes on ledger to show different date and payee on check?"

 

The Audit Trail documents changes.

 

You read it from the bottom, Up, for that one transaction. Changes are in Italics and/or Bold. You see the Date/Time of the change and the user.

 

Please see my example for Invoice #41, attached.

qbteachmt
Level 15

For Desktop Transactions, you also see it in the right Side Bar. Please see my attachment.

qbteachmt
Level 15

And here is one more example, showing Original and Deleted Status of checks. Remember, like Paragraphs, but read from bottom, Up.

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