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Understanding Audit Log Entries

Overview​

Learn how to read and interpret audit log entries, understand the information displayed in each record, and extract meaningful insights from change details for compliance and operational analysis.

Log Entry Components​

Each audit log record contains several key pieces of information displayed in a structured format:

Visual Structure​

[DOCUMENT_TYPE] [ICON] Action description text with document reference
by user_email@domain.com
• Status | Changes Link | Timestamp

Every element provides specific information about the recorded activity.

Understanding Document Badges​

Badge Colors and Types​

The colored badge on the left identifies the document type involved in the action:

BadgeColorDocument TypeCommon Actions
POGrayPurchase OrderCreation, status updates, quantity changes
BILLPurpleVendor BillBill creation, approval, payment association
PAY_MADETealPayment MadePayment creation, bill association
SUPPLIERPurpleSupplier MasterSupplier creation, contact updates
PRBluePurchase RequestRequest creation, approval, conversion to PO
RFQIndigoRequest for QuotationRFQ creation, supplier responses
GRNGreenGoods Receipt NoteReceipt creation, quantity acceptance

Badges provide instant visual identification of which document type was affected by the logged action.

Action Type Icons​

Create vs Update Actions​

Create Action (Plus Icon)

Turquoise/cyan circular icon with plus sign

Indicates a new document was created in the system

Example: New purchase order generated, new supplier added

Update Action (Pencil Icon)

Turquoise/cyan circular icon with pencil/edit symbol

Indicates existing document was modified

Example: PO quantity changed, status updated, approval recorded

Activity Description Text​

Reading the Description​

The text following the action icon explains what happened:

Format Pattern:

[Action] action was performed on [Document Type] [Document Number] by [user]

Examples:

  • 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
  • Create action was performed on Payment Made #PM-1002 by ritik.chauhan@s4sourcing.in

Key Information Extracted:

  • What happened (create or update)
  • Which document was affected (type and number)
  • Who performed the action (user email)

User Identification​

Every log entry shows the email address of the user who performed the action, providing accountability:

  • Format: username@domain.com
  • Links actions to specific user accounts
  • Essential for security audits and compliance
  • Helps identify training needs or process issues

Note: User email appears immediately after "by" in the description text.

Status Indicators​

Active Status Badge​

Green badge displaying "• Active" indicates the log entry is current and the action was successfully recorded.

All visible log entries typically show Active status. Inactive or deleted entries may not appear in standard searches.

Accessing Detailed Modifications​

The blue "Changes" link is the gateway to field-level change details:

Click this link to:

  • View complete before/after comparison
  • See which specific fields were modified
  • Understand scope of changes made
  • Review associated document linkages
  • Verify approval status changes

Changes link appears on every log entry regardless of action type.

Timestamp Information​

Date Display​

The timestamp shows when the action occurred, displayed on the right side of each entry:

Format: Day Mon DD YYYY

Examples:

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

Use timestamps to:

  • Establish timeline of changes
  • Correlate with business events
  • Identify patterns in user activity
  • Meet compliance documentation requirements

Detailed Change Modal​

Opening the Modal​

Click the Changes link to open a modal window showing comprehensive change details.

Header displays:

  • Document number with hash symbol (e.g., #PM-1002, #PO-1010)
  • Date of change (e.g., Wed Oct 01 2025)
  • Close button (X) in top-right corner for dismissing modal

Header provides context for the changes shown below.

Change Comparison Table​

The modal body contains a three-column table showing field-by-field changes:

ColumnPurposeContent Examples
TextField or property name that changedStatus, Pending Quantity, Updated At, associatedDocuments
Old ValueValue before the changeOpen, 585, 07-10-2025, blank/empty
New ValueValue after the changePartial Fulfilled, 575, document type and ID, updated timestamp

Interpreting Change Types​

Different types of modifications appear in the change table:

Status Changes​

Text: Status
Old Value: Open
New Value: Partial Fulfilled

Indicates workflow progression or approval state changes.

Quantity Modifications​

Text: Pending Item Details at Sr. No. 1 -> Pending Quantity
Old Value: 585
New Value: 575

Shows line item quantity adjustments with specific line number reference.

Document Associations​

Text: associatedDocuments at Sr. No. 1 -> documentType
Old Value: (empty)
New Value: BILL

Text: associatedDocuments at Sr. No. 1 -> documentNumber  
Old Value: (empty)
New Value: BILL-TEST-1-Ritik

Displays when documents are linked together (e.g., bill associated with PO, payment linked to bill).

Timestamp Updates​

Text: Updated At
Old Value: 07-10-2025
New Value: 07-10-2025

System-maintained timestamps showing when records were last modified.

Reading Complex Changes​

Multi-Field Updates​

When multiple fields change in a single action, the table lists each change as a separate row:

Example from Purchase Order update:

  1. Status changed from Open to Partial Fulfilled
  2. Pending quantity reduced on line 1
  3. Pending quantity reduced on line 2
  4. Timestamp updated
  5. Associated bill document added

Review all rows together to understand the complete scope of the modification.

Array Index Notation​

When changes occur within line items or repeating sections, the system uses array notation:

Pattern: Field Name at Sr. No. X -> Specific Property

Examples:

  • Pending Item Details at Sr. No. 1 -> Pending Quantity
  • associatedDocuments at Sr. No. 1 -> documentType

This notation identifies which specific line item or array element was modified.

Common Change Patterns​

Purchase Order Fulfillment​

Typical sequence when receiving goods against a PO:

  1. Status changes from Open to Partial Fulfilled
  2. Pending quantities decrease for received items
  3. Associated bill document links appear
  4. Timestamp updates to reflect modification

Bill Creation from PO​

When a bill is created against a purchase order:

  1. Bill create action logged
  2. Associated PO update shows bill linkage
  3. Bill entry shows associatedDocuments with PO reference
  4. Both documents cross-reference each other

Payment Application​

When payment is applied to bills:

  1. Payment Made create action logged
  2. Payment entry shows associated bill details
  3. Bill update may show payment reference
  4. Status changes reflect payment impact

Using Change Details for Analysis​

Compliance Auditing​

Review change details to verify:

  • Proper approval workflows followed
  • Authorized users made modifications
  • Changes align with business policies
  • Timing of changes matches expected process flow

Troubleshooting​

Use change history to diagnose:

  • When incorrect data was entered
  • Who made problematic modifications
  • What fields need correction
  • How to restore proper values

Process Monitoring​

Track patterns to identify:

  • Frequent manual corrections indicating process issues
  • Users requiring additional training
  • Documents requiring multiple updates before completion
  • Bottlenecks in approval workflows

Best Practices​

Effective Audit Log Review

  • Review change details fully before concluding investigation
  • Note which fields changed, not just that change occurred
  • Cross-reference timestamps with business event timing
  • Document findings for compliance or audit purposes
  • Use patterns to improve processes and training

Verification Checklist​

When reviewing audit log entries, confirm:

  • Document type and number are correct
  • Action type (create/update) matches expectation
  • User who performed action has appropriate permissions
  • Timestamp aligns with when change should have occurred
  • Change details show expected field modifications
  • Old and new values make logical sense
  • Associated documents properly linked

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