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I understand this is an urgent matter and I'm here to help, Doyen 1975. Let's work together to get to the bottom of what happened with the accounts and make sure it doesn't happen again in the future.
To do this, let's run the Audit Log report in QuickBooks. It will give you a comprehensive view of all account activity, allowing you to easily monitor sign-ins, modifications, and updates to customer, vendor, employee, and list elements.
The log also shows you 150 records at a time, and events recorded in the audit log are available for two years.
To find the Audit Log report in QuickBooks Online (QBO), you can follow these steps:
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- Go to the Gear icon and select Audit Log.
- Use the fields on the Filter panel to trim down the information in the report and focus it more on the changes made to the accounts.
- To narrow down the information, set a filter based on the date range. By selecting either this month or the previous week, you will only see the changes made on those specific dates.
- Select Lists in the drop-down list for Events.
Once you have the report, proceed to the Event column. Then, look for the events that say merged account or added account.
To get more information about the changes, click the View link under the History column.
Now, take note that QuickBooks generates specific user profiles that track actions in the audit log. You also mentioned you are the only user in your account. If you see a different name, it probably belongs to one of these predefined profiles:
- Online Banking Administration: This shows a change related to your connected bank accounts made automatically by QuickBooks Online.
- Support Representative: Shows changes made by a QuickBooks Online support consultant.
- System Administration: Shows changes made automatically by QuickBooks Online. It happens for several reasons, such as:
- 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.
Let me share this article for more details about using this tool: Use The Audit Log in QuickBooks Online.
When it comes to preventing this from happening again, there are a few things that I'd like to recommend.
First, you can close your books to prevent unwanted changes to your accounting data and ensure that your financial reports are accurate. Using this feature, all transactions made before the closing date are locked and cannot be edited or deleted.
Please see this article as a guide: Close Your Books in QuickBooks Online.
Second, use a strong password just in case someone logs in to your account. You should use a strong password that is difficult to guess and includes a combination of letters, numbers, and symbols.
By taking these steps, you can help prevent unauthorized changes in QuickBooks Online and keep your company file secure @Doyen1975. Please do not hesitate to ask more questions if you need more help while reviewing the audit log. We are here to provide assistance and support every step of the process.
