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How to View Audit Logs

Overview​

Search and filter audit trail records to find specific changes, review user activity, or investigate discrepancies across purchase, sales, item, and admin operations.

Prerequisites​

  • User must have Finance module access
  • Audit log viewing permission enabled in role settings
  • Access to Finance section in navigation

Step-by-Step Guide​

Step 1: Access Audit Logs​

Navigate through the main menu: Finance → Audit Logs

The audit logs page displays with default filters showing recent activity.

Step 2: Select Category Filter​

Categories Dropdown

Click the Categories dropdown to select which module to view:

  • Purchase - Suppliers, purchase requests, purchase orders, bills, payments made
  • Sales - Customers, quotations, sales orders, invoices, delivery challans, payments received
  • Items - Items master data, bill of materials
  • Admin - User management, system configuration changes

Select one category to focus the search. Only one category can be active at a time.

Step 3: Set Date Range​

Date Range Selector

Specify the time period for viewing logs:

  • Click the Date Range field
  • Select start date using the calendar picker
  • Select end date to complete the range
  • System displays format as: DD-MM-YYYY - DD-MM-YYYY

The filter shows activity that occurred within the selected date range inclusive of both start and end dates.

Key points:

  • Default range typically shows last 7 days of activity
  • Wider date ranges may take longer to load for high-activity systems
  • Maximum searchable range depends on your data retention policy

Step 4: Filter by Document Type (Optional)​

Documents Dropdown

Narrow results to specific document types within the selected category:

  • Click Documents dropdown after selecting a category
  • Available options depend on category selected
  • Examples: PR (Purchase Request), PO (Purchase Order), Bills, Suppliers, Customers
  • Select one document type to filter results

Leave as "Select a document..." to view all document types in the category.

Step 5: Search Specific Document IDs (Optional)​

Document IDs Filter

Search for changes to specific document numbers:

  • Click the Document IDs field
  • System displays dropdown of available document numbers
  • Options shown depend on category and document type selected
  • Select one or multiple document IDs
  • Click the arrow icon to sort ascending/descending

Use this when investigating changes to a particular purchase order, invoice, or other specific document.

Fields to configure:

  • Document IDs Field: Multi-select dropdown showing available document numbers
  • Sort Control: Arrow icon to change sort order of dropdown options

Click the Search button (cyan/turquoise color) to apply all filters.

The system displays filtered audit log entries matching your criteria.

Understanding Search Results​

Log Entry Display​

Each audit log entry shows:

Document Badge
Colored badge showing document type (PO, BILL, SUPPLIER, etc.)
Action Icon
Plus icon (create) or pencil icon (update) indicating action type
Activity Description
Text describing the action performed and document affected
User Email
Email address of user who performed the action
Status Badge
Green "Active" badge showing record status
Changes Link
Blue "Changes" link to view detailed field-level modifications
Timestamp
Date when the action occurred (right side of entry)

Example Log Entries​

Create Action:

[BILL] + Create action was performed on Bill #BILL-TEST-1-Ritik by 
ritik.chauhan@s4sourcing.in
• Active | Changes | Wed Oct 01 2025

Update Action:

[PO] ✏ Update action was performed on Purchase Order #PO-1010 by 
ritik.chauhan@s4sourcing.in
• Active | Changes | Tue Oct 07 2025

Pagination​

When results exceed one page:

  • Page numbers appear at bottom (1, 2, etc.)
  • "Go to page" dropdown available for direct navigation
  • Navigate using numbered buttons or dropdown selection

Viewing Change Details​

Click the blue Changes link on any log entry to view detailed modifications.

A modal window opens showing the complete change history for that action.

Detail Modal Content​

Modal Header:

  • Document number and date (e.g., #PO-1010 Tue Oct 07 2025)
  • Close button (X) in top-right corner

Change Table: Three-column layout showing field-by-field changes:

TextOld ValueNew Value
Field name describing what changedPrevious value before changeUpdated value after change

Examples from screenshots:

  • Status changes: Open → Partial Fulfilled
  • Quantity updates: 585 → 575
  • Associated documents: blank → BILL with document ID and number
  • Timestamp updates showing when modification occurred

Common Search Scenarios​

Find All Changes by a User​

  1. Select appropriate category
  2. Set date range covering the period of interest
  3. Leave document type and IDs empty
  4. Review results for entries showing the user's email
  5. No direct user filter available - manually scan results

Track Changes to Specific Document​

  1. Select category containing the document type
  2. Set date range when changes likely occurred
  3. Select specific document type from Documents dropdown
  4. Enter or select the document ID in Document IDs field
  5. Click Search to view all changes to that document

Review Recent Purchase Activity​

  1. Select Purchase category
  2. Set date range to last 7 or 30 days
  3. Leave document type blank to see all purchase-related changes
  4. Review creates and updates across suppliers, PRs, POs, bills

Audit Approval Workflow​

  1. Select category where approval occurred (Purchase or Sales)
  2. Set date range covering approval timeframe
  3. Filter to specific document type needing audit
  4. Review log entries for status changes indicating approvals
  5. Click Changes to verify approval field modifications

Tips for Effective Searching​

Best Practices

  • Start with broader searches, then narrow with additional filters
  • Use date ranges to reduce result volume for faster loading
  • Document ID search most effective when you know specific document numbers
  • Export results if needed for offline analysis or compliance records
  • Review changes regularly to stay informed of system activity

Verification​

Confirm successful audit log search when:

  • Results display matching your filter criteria
  • Timestamps fall within selected date range
  • Category-specific documents appear in results
  • Changes link opens detail modal showing field modifications
  • Pagination appears if results exceed one page

Common Issues & Solutions​

Issue 1: No Results Displayed​

Solution: Check that date range includes period when activity occurred. Expand date range or verify correct category selected.

Issue 2: Too Many Results to Review​

Solution: Narrow search using document type filter or specific document IDs. Reduce date range to focus on smaller time window.

Issue 3: Cannot Find Specific User's Changes​

Solution: System doesn't have dedicated user filter. Apply other filters to narrow results, then manually scan for user email in entries.

Need help? Contact support at support@bizconnekt.com