The Audit Trail shows us any items that were created, changed or deleted between a specific date range and also any items dated in between two dates. Access it by going to Tools & Reports > General Reports > Audit Trail.
Using the Audit Trail
Use the fields to select the following:
- From / To – Use this to select the date range of the report.
- Items created/edited between these dates – this will show transactions that have been created, changed or deleted between the two dates above.
- Items dated between these dates – this will include transactions that are dated between the two dates.
- Include deleted items – this will include deleted items in the list. Deleted items will be highlighted (usually in red).
- Use the tick boxes to decide what items to decide what to include in the list.
When you’re ready, click Run Report.
Understanding the audit trail
The audit trail displays 11 columns of details:
- Entry date/time – this is the time that the transaction was entered into Tally. This is the date and time that the item was put into Tally or changed.
- TX Number – this is the audit trail transaction number. Everything you enter or change in Tally is given a unique transaction number, the transaction numbers run from low to high.
- Type – this is the kind of transaction that this is and is a sage code.
- Date – this is the date that is against an invoice; for example, the invoice date if it is an invoice, or receipt date if it is a purchase receipt.
- Reference – this is the invoice number, receipt number, journal number and associated account (i.e. bank account, customer, or supplier).
- Value – this is the amount of transaction.
- Narrative – this is the comment for the transaction, normally this is only visible for bank transactions and journals.
- Input VAT – this is VAT that you’ve paid for your purchases.
- Output VAT – this is VAT that you have applied to your sales.
- Nominal Code – This is the nominal code that the transaction is applied against. The nominal code number is displayed as well it’s label, for example 2100 – Creditors Control.
- Changes – if this transaction has been changed at all a number will be listed in the changes column. Click this to reveal the history from this transaction.
Using the audit trail to see if an invoice has been changed
Set the start date and end date to the invoice date > select items created/edited between these dates > untick all the options except for invoices > run report. If changes have been made you will see a number in the changes column, click that to reveal the previous transaction and date of changes.
Using the audit trail to see if an invoice has been deleted
Set the start date to the date you know the invoice was there for sure and the end date to today > select items created/edited between these dates > untick all options except for invoices > tick the include deleted items box > run report. Look down to the list to try and find the missing invoice. Anything deleted will appear highlighted in a different colour.