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Level 2

What does it mean when the audit history states an invoice was "added by system administration". I would think an invoice is always tied to a user.

 
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QuickBooks Team
QuickBooks Team

What does it mean when the audit history states an invoice was "added by system administration". I would think an invoice is always tied to a user.

Let me share some information about the System Administration showing in the Audit Log, anna54.

 

If you see a user you don't recognize, don't worry. QuickBooks Online (QBO) creates special users for a few specific situations. There are also several reasons you might see changes posted in the Audit Log as System Administration. This can happen for some reasons, among these are:

  • You change a record, and the change affects another record. 
  • You connect a third-party app to QuickBooks and the third-party app sends data to your account, or when it makes a change to your existing data.
  • 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. Like System Administration event may appear when there's an update to your bank feeds.

To learn more about the Audit log feature, check out these articles: 

I hope that this response finds you with a smile. Keep me posted if you need a hand with running your financial reports or any QBO related. I'm always here to ensure your success. Take care always.

Highlighted
Level 2

What does it mean when the audit history states an invoice was "added by system administration". I would think an invoice is always tied to a user.

Unfortunately, this does not answer my question. Recurring transactions are never used. I am not sure if this is a system bug but I am concerned it could happen again. Is there any other reason why this could have happened?

Highlighted
Level 2

What does it mean when the audit history states an invoice was "added by system administration". I would think an invoice is always tied to a user.

Unfortunately, this reply did not answer my question.  Recurring transactions are never used. What is concerning is that this could happen again. Could it have been a system bug that created this invoice? I am hoping to receive another reply with further explanation. Thank you.

Highlighted
QuickBooks Team

What does it mean when the audit history states an invoice was "added by system administration". I would think an invoice is always tied to a user.

Rest assured that seeing the System Administration user in your QuickBooks Online (QBO)'s Audit Log page isn't a glitch in the system, @anna54.

 

Yes, you're right. Invoices are always tied to a user. However, when you modify an entry that also affects another entry the program will treat the activity as an automatic system update. That's why you're seeing that the action is made or added by the System Administration on the Audit Log page.

 

An example of this scenario is when you edit a payment to attach to a different invoice. The action will automatically be recognized as a system admin update. The System Administration may show up on the said invoice saying payment is applied or an “Indirect Edit” by the user who initiated the change.

 

Additionally, you can refer to this article to learn more about what the audit log can do and how to use it to keep an audit trail: Use the audit log in QuickBooks Online. It includes a detailed explanation about other special users such as online banking and import administration and support representatives.

 

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. Take care always.

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