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Audit Logs Field Definitions

Overview​

Complete reference guide explaining every field, filter, and data element in the Audit Logs interface. Use this guide to understand what each component means and how to use it effectively.

Search Filter Fields​

Categories​

Field Type: Single-select dropdown

Purpose: Filters audit logs by business module or functional area

Available Options:

  • Purchase - All procurement-related documents
  • Sales - All sales and customer-related documents
  • Items - Item master and bill of materials records
  • Admin - System configuration and user management

Behavior:

  • Only one category can be selected at a time
  • Selecting a category determines available document types
  • Default may show Purchase or most recently used category
  • Required field for focused searching

When to Use:

  • Start every search by selecting appropriate category
  • Use Purchase for vendor and procurement audits
  • Use Sales for customer and revenue transaction tracking
  • Use Items when auditing product data changes
  • Use Admin for security and configuration reviews

Date Range​

Field Type: Date range picker (start and end date)

Purpose: Limits audit log results to specific time period

Format: DD-MM-YYYY - DD-MM-YYYY

Behavior:

  • Click field to open calendar picker
  • Select start date first, then end date
  • Both dates are inclusive in search results
  • System may default to last 7 or 30 days
  • Wider ranges increase loading time for high-volume systems

Validation:

  • End date must be equal to or after start date
  • Cannot select future dates
  • Date range may be limited by retention policy

When to Use:

  • Narrow results to relevant time period
  • Focus on specific month-end or quarter-end
  • Investigate changes around known issue dates
  • Generate compliance reports for audit periods

Examples:

  • Last week: Set range to 7 days ago through today
  • Specific month: 01-10-2025 - 31-10-2025
  • Quarter-end: 01-10-2025 - 31-12-2025

Documents​

Field Type: Single-select dropdown (dependent on Categories)

Purpose: Filters to specific document type within selected category

Available Options by Category:

Purchase Category:

  • Suppliers
  • PR (Purchase Request)
  • RFQ (Request for Quotation)
  • PO (Purchase Order)
  • Bills
  • GRN (Goods Receipt Note)
  • Payment Made

Sales Category:

  • Customers
  • Quotation
  • Sales Orders
  • Invoices
  • Delivery Challan
  • Payment Received
  • Credit Note
  • Debit Note

Items Category:

  • Items
  • Bill of Materials (BOM)

Admin Category:

  • Users
  • Roles
  • Business Units
  • Departments
  • System Settings

Behavior:

  • Dropdown options change based on selected category
  • Leave as default "Select a document..." to view all types
  • Single selection only
  • Helps narrow results when many document types in category

When to Use:

  • Focus on specific transaction type
  • Audit particular workflow (e.g., only Purchase Orders)
  • Investigate issues with specific document class
  • Generate type-specific compliance reports

Document IDs​

Field Type: Multi-select dropdown with search/filter capability

Purpose: Filters to changes affecting specific document number(s)

Format: Document numbers as they appear in the system (e.g., PO-1010, BILL-TEST-1-Ritik, PM-1002)

Behavior:

  • Click field to open dropdown of available document IDs
  • Available options depend on category and document type selected
  • Can select multiple document IDs simultaneously
  • Includes sort control (arrow icon) for ascending/descending order
  • Dropdown shows "None" option to clear selection
  • Type-ahead search may be available to find specific IDs

Validation:

  • Only shows document IDs that exist in the system
  • IDs filtered by category and document type selections
  • May be limited to IDs within date range

When to Use:

  • Track all changes to specific purchase order
  • Audit modifications to particular invoice
  • Follow document through its lifecycle
  • Investigate reported discrepancies on known document
  • Verify approval workflow for specific transaction

Examples:

  • Single document: Select "PO-1010"
  • Multiple documents: Select "PO-1010, PO-1009, PO-1008"
  • Clear selection: Choose "None" from dropdown

Search Button​

Field Type: Action button

Visual: Cyan/turquoise colored button with "Search" text

Purpose: Executes the search query with selected filters

Behavior:

  • Click to apply all filter selections
  • System retrieves matching audit log entries
  • Results replace previous search results
  • Loading indicator may appear during retrieval
  • Page resets to page 1 of results

When to Use:

  • After configuring all desired filters
  • Each time you change filter criteria
  • To refresh results with updated date range
  • When switching between different searches

Note: Search button must be clicked to apply filters. Changing filters without clicking Search will not update results.

Log Entry Display Fields​

Document Type Badge​

Field Type: Visual indicator label

Purpose: Quick identification of document type involved in the action

Visual Characteristics:

  • Rounded pill-shaped badge
  • Colored background (gray, purple, teal, blue, etc.)
  • White text showing document abbreviation
  • Positioned at left edge of log entry

Common Badge Types:

  • PO (Gray) - Purchase Order
  • BILL (Purple) - Vendor Bill
  • PAY_MADE (Teal) - Payment Made to Vendor
  • SUPPLIER (Purple) - Supplier Master Record
  • PR (Blue) - Purchase Request
  • RFQ (Indigo) - Request for Quotation
  • SO (Orange) - Sales Order
  • INV (Green) - Invoice

Usage:

  • Provides instant visual recognition
  • Helps scan large result sets quickly
  • Color coding aids in pattern recognition
  • No interaction required (display only)

Action Type Icon​

Field Type: Visual indicator icon

Purpose: Distinguishes between create and update actions

Icon Types:

Plus Icon (➕):

  • Circular cyan/turquoise background
  • White plus symbol
  • Indicates "Create" action
  • Means new document was added to system

Pencil Icon (✏️):

  • Circular cyan/turquoise background
  • White pencil/edit symbol
  • Indicates "Update" action
  • Means existing document was modified

Usage:

  • Immediate visual distinction between action types
  • Helps identify new vs modified records
  • Display only (no interaction)
  • Consistent across all log entries

Activity Description​

Field Type: Text description

Purpose: Explains what action occurred on which document

Format Pattern:

[Action Type] action was performed on [Document Type] [#Document-Number] by [user@email.com]

Components:

Action Type:

  • "Create" or "Update"
  • Indicates nature of change

Document Type:

  • Full name (e.g., "Purchase Order", "Bill", "Payment Made")
  • Matches badge abbreviation meaning

Document Number:

  • Prefixed with hash symbol (#)
  • Unique identifier for specific document
  • Format varies by document type

User Email:

  • Complete email address
  • Identifies who performed action
  • Links to user account

Example Descriptions:

  • Create action was performed on Bill #BILL-TEST-1-Ritik by ritik.chauhan@s4sourcing.in
  • Update action was performed on Purchase Order #PO-1010 by ritik.chauhan@s4sourcing.in

Status Badge​

Field Type: Status indicator

Visual: Green rounded badge with "• Active" text

Purpose: Shows whether the log entry is current and valid

Possible Values:

  • Active (Green) - Standard status for visible log entries
  • Other statuses may exist but typically not displayed in searches

Location: Appears before the Changes link in each log entry

Usage:

  • Provides confirmation that log is current
  • Generally all visible logs show Active status
  • Display only field (no interaction)

Field Type: Interactive hyperlink

Visual: Blue underlined text reading "Changes"

Purpose: Opens detailed view of field-level modifications

Behavior:

  • Click to open modal window
  • Modal displays comparison table
  • Shows before/after values for all changed fields
  • Modal includes close button (X) in top-right
  • Can be clicked on any log entry

When to Click:

  • Need to see which specific fields changed
  • Verify approval status modifications
  • Understand scope of document updates
  • Review associated document linkages
  • Investigate unexpected changes

Result: Opens Change Detail Modal

Timestamp​

Field Type: Date display

Purpose: Shows when the logged action occurred

Format: Day Mon DD YYYY

Examples:

  • Tue Oct 07 2025
  • Wed Oct 01 2025
  • Fri Oct 03 2025

Location: Right side of each log entry

Timezone: Based on system timezone or user preference

Sorting: Results typically sorted by timestamp (newest first)

Usage:

  • Establish chronological order of events
  • Correlate changes with business activities
  • Verify timing of approvals or updates
  • Support compliance documentation requirements

Change Detail Modal Fields​

Components:

Document Identifier:

  • Format: #[Document-Number]
  • Example: #PO-1010, #PM-1002
  • Links back to specific document

Action Date:

  • Format: Day Mon DD YYYY
  • Shows when change occurred
  • Same as timestamp in main log entry

Close Button (X):

  • Located in top-right corner
  • Click to dismiss modal
  • Returns to main audit log view

Purpose: Provides context for the change details shown below

Change Comparison Table​

Structure: Three-column table with headers

Column 1: Text

  • Content: Field or property name that was modified
  • Format: May include array notation for line items
  • Examples:
    • Status
    • Pending Item Details at Sr. No. 1 -> Pending Quantity
    • associatedDocuments at Sr. No. 1 -> documentType
    • Updated At

Column 2: Old Value

  • Content: Value before the change was made
  • Format: Text, numbers, dates, or blank for new fields
  • Examples:
    • Open (status value)
    • 585 (quantity)
    • 07-10-2025 (date)
    • (empty) for newly added fields

Column 3: New Value

  • Content: Value after the change was applied
  • Format: Text, numbers, dates, or blank for deleted fields
  • Examples:
    • Partial Fulfilled (updated status)
    • 575 (updated quantity)
    • BILL (document type)
    • BILL-TEST-1-Ritik (document reference)

Row Behavior:

  • Each changed field appears as separate row
  • Multiple changes listed sequentially
  • Array elements show with index notation
  • All changes from single action grouped together

Field Name Patterns​

Simple Fields:

  • Direct property names
  • Examples: Status, Updated At, Amount

Array/Line Item Fields:

  • Pattern: [Collection Name] at Sr. No. [Index] -> [Property]
  • Examples:
    • Pending Item Details at Sr. No. 1 -> Pending Quantity
    • Pending Item Details at Sr. No. 2 -> Pending Quantity
    • associatedDocuments at Sr. No. 1 -> documentType

Nested Object Fields:

  • Pattern: [Parent Object] -> [Child Property]
  • Examples:
    • associatedDocuments -> documentNumber
    • vendor -> vendorName

Array Indexing:

  • "Sr. No. 1" refers to first item/line
  • "Sr. No. 2" refers to second item/line
  • Index matches line number in document

Pagination Controls​

Page Number Buttons​

Field Type: Interactive buttons

Purpose: Navigate through multiple pages of results

Location: Bottom of audit log list

Behavior:

  • Numbered buttons (1, 2, 3, etc.)
  • Current page highlighted/active
  • Click number to jump to that page
  • Appears only when results exceed one page

Visual:

  • Active page: Highlighted background (cyan/turquoise)
  • Inactive pages: Standard button appearance
  • May include "Previous" and "Next" controls

Go to Page Dropdown​

Field Type: Dropdown selector

Purpose: Jump directly to specific page number

Location: Bottom-right, near page numbers

Behavior:

  • Shows current page by default
  • Click to see list of available pages
  • Select page number to navigate
  • Useful for large result sets

Display: Shows "Go to page" label with dropdown

Common Field Values​

Status Values​

Status changes commonly seen in audit logs:

Purchase Documents:

  • Open - Initial state, not yet processed
  • Partial Fulfilled - Partially received/completed
  • Fulfilled - Completely received/completed
  • Approved - Authorization granted
  • Rejected - Authorization denied
  • Closed - Manually closed, no further action

Sales Documents:

  • Draft - In preparation
  • Sent - Issued to customer
  • Accepted - Customer accepted
  • In Progress - Being fulfilled
  • Completed - Fully delivered/invoiced
  • Cancelled - Voided transaction

Payment Documents:

  • Pending - Awaiting processing
  • Completed - Successfully processed
  • Failed - Processing error
  • Reconciled - Matched with bank statement

Document Type Values​

Common document types in associatedDocuments fields:

  • BILL - Vendor Bill
  • PO - Purchase Order
  • PR - Purchase Request
  • RFQ - Request for Quotation
  • GRN - Goods Receipt Note
  • SO - Sales Order
  • INV - Invoice
  • DC - Delivery Challan
  • PAY_MADE - Payment to Vendor
  • PAY_RECV - Payment from Customer

Field Validation Rules​

Categories Field​

  • Required: Yes (must select one)
  • Options: Fixed list, cannot be customized
  • Dependencies: Determines available Documents options

Date Range Field​

  • Required: Yes (both start and end dates)
  • Validation: End date ≥ Start date
  • Constraints: Cannot select future dates
  • Format: Must match DD-MM-YYYY pattern

Documents Field​

  • Required: No (optional filter)
  • Dependencies: Options based on Categories selection
  • Single select: Only one document type at a time

Document IDs Field​

  • Required: No (optional filter)
  • Dependencies: Based on Categories and Documents
  • Multi-select: Can choose multiple IDs
  • Validation: Only existing document IDs available

Tips for Using Fields Effectively​

Search Strategy

  • Always start with Categories to narrow scope
  • Use Date Range to reduce result volume
  • Add Documents filter for specific transaction types
  • Use Document IDs when tracking known documents
  • Leave optional filters blank for broader searches

Reading Changes

  • Review all rows in change table together
  • Note array indices for line item changes
  • Compare old/new values for each field
  • Look for patterns across multiple changes
  • Check timestamps for timing analysis

Performance

  • Narrow date ranges load faster
  • Specific document filters reduce results
  • Wide-open searches may be slow
  • Export large result sets for offline analysis

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