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yasbas
Level 1

System Administrator creating Sale Receipt

Hello!

 

I noticed today that a brand new Sales Receipt was created overnight by the System Administrator. I am confused as to why this is the case as obviously this effects my bottom line and my stock situation. 

 

I've read online things about recurring invoices etc. but this does not apply to me at all in my business. 

 

I've attached image of the Audit Log and of the actual Sales Receipt created. 

 

I would like to know why this is done and why is it simply left in my records. If this was not picked up it would cause stock control issues in the future and obviously daily sales result issues. 

 

 

7 Comments 7
MirriamM
Moderator

System Administrator creating Sale Receipt

Good day, @yasbas.

 

Thanks for adding a screenshot and all the information you've provided for me to understand the situation.

 

QuickBooks Online (QBO) tags transactions as created by the "System Administration" if these transactions are:

  •  recurring
  •  added through bank rules
  •  automatically applied credits
  •  added from a third-party app

To isolate the issue if the sales receipt is a recurring transaction, let's check if there's a template created. Here's how:

  1. Click the Gear icon at the top.
  2. Select Recurring Transactions.
  3. Locate the sales receipt template.

See this link for more information: Review your recurring transactions in QuickBooks Online.

 

You'll also want to check the Audit log. From there, you'll see the list of the company's activities, the changes made, and who made them.

 

Let me show you how:

  1. Click the Gear icon at the top.
  2. Select Audit Log.
  3. Click Filter.
  4. Use the fields on the Filter panel to choose the appropriate UserDate, or Events filter to narrow the results.
  5. Click Apply.

For more details, visit this article: Use the audit log in QuickBooks Online

 

Please know that you're always welcome to comment below if you have other concerns or follow-up inquiries about monitoring your transactions in QBO. I'm just around to help. Have a great day.

yasbas
Level 1

System Administrator creating Sale Receipt

Hi @MirriamM ,

 

Thanks for your swift response.

 

I do not have any 'third party apps', 'bank rules', 'auto credit' setups. Regarding the recurring sales setup I had a look and indeed a recurring setup was implemented but by 'System Administrator!' You can see the attached Audit Log this was done overnight while we were not operating. 

 

My question is why? I should have full confidence in QBO that it will work as it should without the worry that an automated/real 'System Administrator' is going to fiddle with my accounts! Do you know the reason for this? It rather concerning because I feel now like I need to have one eye open at all times now. 

 

I must now delete the 'recurring transaction' setup and delete the associated sales receipt.

 

Regards,

 

Yas

ShiellaGraceA
QuickBooks Team

System Administrator creating Sale Receipt

Thanks for getting back to us @yasbas,

 

Let me share some information about the automatic creation of your sales receipts. The reason why "System Administrator" generates the transaction is because of your scheduled recurring transaction. If you opted not to auto-generate, you can remove the recurring transaction or change the type of the template to "Reminder" so you can see that you have an upcoming task to create a sales receipt.

 

Here's how:

 

  1. Go to Gear.
  2. Choose Recurring transactions.
  3. Locate the template in question, then select Edit.
  4. From the Type drop-down, pick Reminder. Then, enter all other details (see the image below.)
  5. Click Save template.

 

 

 

 

That should do it. Feel free to browse this link in case you need help in managing your company's income and customers: Sales and customers.

 

Drop a reply anytime if you have follow-up questions or concerns with sales receipts. I'm here to help. Take care and have a great day ahead.

yasbas
Level 1

System Administrator creating Sale Receipt

Thank you for your swift response once again. 

To close the topic I will iterate once again I did not setup any recurring transactions, and it still does not  answer the query as to why the System Administrator created a whole new invoice selecting numerous items from my inventory (as shown in previous post) all by itself. 

This is not because of some kind of accidental  recurring transaction that we created. And if it is I will eat my hat! I’ve checked the audit trail and it all points to the System Admin. 

LollyNino_C
QuickBooks Team

System Administrator creating Sale Receipt

 

Thanks for getting back to us, @yasbas.

 

This isn't the impression we want to leave with you. It looks like the issue persists after doing so. I suggest getting in touch with our customer Support Team so they can further look into your account. 

 

Here's how to contact us: 

 

  1. Go to the Help menu within QuickBooks. 
  2. Click Contact Us
  3. Enter what you're needing assistance with in the How can we help? field and choose Continue.
  4. Click Let's talk
  5. Select either to Get the number to call us, Chat, or Get a callback

I've added this article to know more about recurring transactions: Review your recurring transactions in QuickBooks Online.
 

I'll be here if you have other questions about recurring transactions. Please let me know in the comment section. Take care.

yasbas
Level 1

System Administrator creating Sale Receipt

It is funny you say that, because the first thing I did was to contact customer support and click on chat. 

 

I sent my query and waited for a good 10min and received no response. I left it on and waited another 10min and stiull had no response which was when I decided to write on the forums. 

 

Anyway I've deleted what the System Admin has done. Lets hope it doesn't happen again?

MonicaM3
Moderator

System Administrator creating Sale Receipt

Getting you connected with the support you need is important @yasbas. Your experience is not what we want for you or anyone. I’ll pass along the feedback to our Customer Service team.

 

I see that you have deleted the Sales Receipt created by the System Administrator. This sounds like a one-off situation, however, if for some reason it happens again, please try reaching out to our Support team once more. They will need to take a deeper look to locate the root cause.

 

Thanks for sharing your experience. Feel free to drop into the Community any time with additional questions or if there is anything we can help you with.

 

Enjoy your weekend!

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