Masterfile Audit Logs

Masterfile audit functions are available if the option to Use Masterfile Audits is selected on a Module Control form. This function is enabled for the Accounts Payable, Accounts Receivable, General Ledger, Fixed Assets, Job Costing. and Cash Management modules.

Use this form to track new master files and edits and deletions made to masterfiles — for example, suppliers, customers, general ledger accounts, and bank accounts. When the masterfile audit option is selected for a module, Greentree Desktop takes a snapshot of all masterfile details. It captures edits from that point forward.

Access the Masterfile Audit Log options the System menu for each module. There are two options:

Print

Use this form to print or reprint an audit report of entries, edits, and deletions that have been made to masterfiles. Information can be output based on a single journal number, or a range of journals.

Greentree creates a new Journal No each time a masterfile audit report is printed, and the last journal number displays in the Last Journal No field in the Module Control form (this field is next to the Use Masterfile Audits field). For example, if the last journal number is 3, the last journal printed was journal 3.

To print only the entries and edits made to masterfiles since the last report, enter a From Journal No is 4 so that only the latest changes are reported. To print a journals that has previously been printed, you must select the Reprint button before running the report.

The Number represents a unique identifier for a single edit within a journal. You can filter the audit report to print only a range of edits within a journal. This number can only be identified when the journal is first printed, so to subsequently filter and print the report based on Number, it is always a reprint.

The report outputs account details, the time and date for the change, and the user who was logged in when the change was made (time, date and user display at the base of each log).

The Audit report has three sections:

Created GL Accounts
Changed GL Accounts
Deleted GL Accounts

Any new accounts that have been created prints under the Created GL Accounts section, and all GL Account details displays on the report. If an account is deleted, it displays in the Deleted GL Accounts section, but only limited detail will be shown.

Purge

The purge function deletes masterfile journals. Enter the range of journal numbers your want to purge and click Purge to run the deletion. Once you have purged journals, you can't reprint them. If you are using the masterfile audit function, you should purge journals periodically to minimise the size of data files.