QuickBooks Audit Trail is a fantastic tool that comes in handy when tracking down missing transactions. You may use this function to track changes made to the QuickBooks Data file by other users. Furthermore, as many users operate on the same register, the system becomes overburdened, making it difficult to locate missing transactions. In this blog, we’ll show you why QuickBooks Audit Trail is essential, how to allow it, and how to customise reports in audit trail QuickBooks Desktop.

Why Do You Need an Audit Trail in QuickBooks?

One of the main advantages of using QuickBooks Desktop Audit Trail is that you control the transactions and entries made in your QuickBooks company register. This report provides a brief description of previous transactions or entries, which can be helpful if there are any anomalies in a bank account. This method will assist you in properly training your staff to use QuickBooks. Training them on how to use the audit trail would finally teach them how to use QB properly, and there will be no more problems.

How Do I Enable the Audit Trail Feature in QuickBooks?

Follow the steps below to enable the Audit Trail feature in QuickBooks Desktop:

  • Select the ‘Edit Menu’ option, then the ‘Preferences’ command.
  • A dialogue box with the title ‘Preferences’ will appear.
  • Now is the time to alter your ‘Accounting Habits.’ Create a list of the improvements you’d like to make.
  • Select the ‘Accounting set of preferences’ from the icon bar in the left corner.
  • Select the ‘Company Preferences tab’ from the drop-down menu.
  • Make a phone call to ‘QuickBooks’ and inform them that you need to use ‘Audit’.
  • To use the Audit Trail, check the ‘Audit Trail check box,’ and then click OK.
  • QuickBooks can keep track of who makes changes to the ‘Accounting log’ until this is completed.

How to customise QuickBooks Audit Trail Reports

Display: Under the Display option, you’ll find several choices. The date range for the survey, as well as the days entered and last updated filters. Do not be confused by the days entered/last changed option; you must specify when the transaction was modified or entered in the date range. You can choose to see the deleted transactions on the right side.

Filters: You can use filters to narrow down your transaction search. There are various filters available, including name, number, account, customer work, vendor, and others. To use the filter, scroll down, select the choice you want, and then fill out the appropriate information in the middle input box. To remove a filter, pick the “Remove Selected Filter” option after highlighting it.

Header/Footer: Header/Footer is a combination of the terms “header” and “foot. This option allows you to customise the report’s header and footer content. Changing or modifying these parts is a simple operation. You may also refer to the picture below, which contains all of the necessary information.

Numbers and Fonts: This choice helps you to alter the report’s appearance. If you don’t want to change the report, go to Edit >> Preferences>> Reports and Graphs>> business preferences>> Format and choose “default report settings.”

Please note that during the period that QuickBooks is removing old, closed transactions, the ‘audit trail’ for such transactions will be unavailable.

How to Delete QuickBooks Audit Trails

Due to a large number of closed transactions and new list elements that accumulate throughout running your business, QuickBooks company files may become very large. You will delete the audit trail associated with secure transactions by condensing your company file. The transactions are relegated to the journal’s overview entries. These entries will not affect the business’s accounting, but they will delete the audit trail for all transactions from the date you choose in the Condense Data wizard.

  • “File,” “Utilities,” and “Condense Data” are the options. Complete this step on the machine where the data is stored if you’re using QuickBooks over the network and syncing the company file between several devices.
  • On the “What Transaction Do You Want to Remove?” window, choose an option. Pick whether you want to delete transactions before a particular date and enter a date in the date area, or whether you want to select all transactions. “Next” should be chosen.
  • Remove all audit trail details by selecting this choice. Leave all of the other decisions unchecked if you just want to delete the audit trail. Otherwise, pick all other lists, profiles, suppliers, or employees you want to get rid of.
  • “Don’t Create a Summary” and “Begin Condense” are the options.
Writer’s Note

To conclude, QuickBooks Audit Trail is a fantastic feature that assists and guides you through difficult times. You should also be aware that although using “Audit Trail” can slow down QB pace, and it is an essential feature because it provides a “permanent record” of who is doing what and when. This blog is created to help you understand the importance of the audit log in QuickBooks Desktop software. I hope that this blog helped you and was worth your time that you spent while reading it. 

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