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marjmccann2
Level 1

Audit trail

Is there a way to find out the date that an item was deleted from Quickbooks?  The audit trail shows that the item was deleted, but not the date.  I need to know whether the item was deleted in 2019 or in 2020.

Solved
Best answer June 18, 2020

Best Answers
Angelyn_T
QuickBooks Team

Audit trail

Thank you for getting back to us here on the Community page, @marjmccann2.

 

I'm glad to share the steps on how you can customize the report to see when was the transaction deleted. To check for this information, you can add the Entered/Last Modified column on the Audit Trail report. 

 

Here's how:

 

  1. From the report's page, click go to the Customize Report button beside Comment on Report.
  2. Click on Display and put check-mark beside Entered/Last Modified under Columns.
  3. Tap OK to record the customization.

b1 1.PNG b1 2.PNG

 

For more information about running and customizing reports in QuickBooks Desktop, check out this article: Understand Reports.

 

Add a comment below if you have additional concerns. I'm here to keep helping. Have a great day!

View solution in original post

5 Comments
KlentB
QuickBooks Team

Audit trail

I'll share some insights about how the Audit Trail report works in QuickBooks, marjmccann2.

 

This report tracks all the additions, deletions, and modifications made to transactions in your data file. Please take note that the Audit Trail is a transaction-based report. We're unable to track the changes made to your items and transactions that do not impact their accounting integrity.

 

When a transaction is modified or deleted, the change displays directly under the transaction heading. If a transaction is modified more than once, a prior entry for each change displays under the same transaction heading.

 

Although the report is sorted within the heading group by the date the original transaction was created, multiple changes to the same transaction are sorted by date of occurrence.
 

The information about a transaction that is tracked to determine whether it should be included in this report is:

 

  • Transaction Date

  • Document Number

  • Payment Terms

  • Sales Rep

  • Shipping Date

  • Modifying User

  • Account

  • Class

  • Associated name

  • Amount

  • Quantity

  • Unit Price

  • Item

  • Payment Method

  • Due Date

  • Whether the line item represents a discount or not

  • Reconciliation status

  • Posting status

  • Billed Date

  • Transaction Type

With QuickBooks Desktop, we can also design and personalize your reports to fit your business needs using the Customize feature.

 

If there's anything else that I can help you with, please don't hesitate to insert a comment below. Stay safe and have a pleasant day ahead.

marjmccann2
Level 1

Audit trail

Understood - but the entry when an item is deleted says ONLY that it was deleted - I need to know the date that deletion was performed.  Nothing in the Customization list of filters includes the date of the action in the audit trail - the date the action took place.  The list of filters includes transaction type, but not transaction date - 

Angelyn_T
QuickBooks Team

Audit trail

Thank you for getting back to us here on the Community page, @marjmccann2.

 

I'm glad to share the steps on how you can customize the report to see when was the transaction deleted. To check for this information, you can add the Entered/Last Modified column on the Audit Trail report. 

 

Here's how:

 

  1. From the report's page, click go to the Customize Report button beside Comment on Report.
  2. Click on Display and put check-mark beside Entered/Last Modified under Columns.
  3. Tap OK to record the customization.

b1 1.PNG b1 2.PNG

 

For more information about running and customizing reports in QuickBooks Desktop, check out this article: Understand Reports.

 

Add a comment below if you have additional concerns. I'm here to keep helping. Have a great day!

View solution in original post

JonathanLin
Level 1

Audit trail

How do you sort by entered its like you guys created an audit function trail and left it with the least functions in the 2020 desktop version with was left unchanged from the 2018 one

JonpriL
Moderator

Audit trail

Hello @JonathanLin,

 

As of the moment, there isn't an integrated way to sort your Audit Trail report by the user who entered the transaction.

 

In the meantime, you can export your report so you can sort your transactions base on the user who entered it in your company. Let me show you how:

  1. Go to Reports.
  2. Select Accountant & Taxes.
  3. Click Audit Trail.
  4. Select Customize report.
  5. Under COLUMNS, select Entered/Last Modified.
  6. Click OK.
  7. On the Excel menu, select Create New Worksheet.
  8. Select in a new workbook.
  9. Click Export.

Additionally, I've got you this helpful article for the steps in changing the names or column display in any of your reports: Learn how to get the most out of your financial reports.

 

If you have any other concerns, please let me know by leaving any comments below. I'll be here to assist you. Stay safe!

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