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Audit Trail FAQs (Legacy)

Owned by Aparajita Basu Roy
Last updated: Mar 05, 2024
6 min read

Here we are attempting to answer the questions users may have in mind as they encounter the Audit Trail functionality in Ginesys. 

Ans. Currently Audit trail can be enabled in below mentioned modules with respective table output in report:

Area

Type

Module 

Table Name

Area

Type

Module 

Table Name

Accounts






Master



Ledger

LedgerMaster

Accounts Group

AccountsGroup

Ledger Site assignment

LedgerSiteAssignment

Sub Ledger

SubLedger

Transaction


Voucher

VoucherHeader

VoucherDetail

VoucherDebitNote

Document Adjustment

DocumentAdjustment

Journal

JournalHeader
JournalDetail

Finance Site Allocation

FinanceSiteAllocation

Admin






Master






Roles

Roles

Role - Data import Assignment

DataImportAssignment

Role Privileges (Desktop)

Privileges

Role Privileges (Web)

MenuAssignment

OperationAssignment

User profile

UserProfile

User (with site assignment)

User

SiteAssignment

Common


Master


Site

SiteMaster

Sub ledger - Assign Organisation site

SLSiteAssignment

CustomerSiteAssignment

Inventory





Master





Article

ItemArticle

GST Rate

GSTRate

HSN/SAC Master

HSN_SACMaster

EffDateRate

SlabDefinition

Item Group

ItemGroup

Item

ItemMaster

Procurement





Transaction

Purchase order

POHeader

POItem

Purchase Invoice

PurchaseInvoiceHeader

PurchaseInvoiceDetail

PurchaseInvoiceChargeItem

PurchaseInvoiceCharge

Purchase Debit/Credit Note

PurchaseDNCNHeader

PurchaseDNCNDetail

PurchaseDNCNChargeItem

PurchaseDNCNCharge

Purchase Service Invoice

PurchaseServiceHeader

PurchaseServiceDetail

PurchaseserviceChargeItem

PurchaseserviceCharge

PurchaseServiceSchedule

Purchase Return

PurchaseReturnHeader

PurchaseReturnDetail

PurchaseReturnChargeItem

PurchaseReturnCharge

Purchase Service Debit Note

PurchaseServiceDNHeader

PurchaseServiceDNDetail

PurchaseServiceDNChargeItem

PurchaseServiceDNCharge

Master




Margin Rule

RuleHeaderR

RuleApplicability

RuleDefinition

Charge

PurchaseCharge

Price Chart

PriceChart

Term

PurTermHeader

PurTermCharges

Sales and Distribution
















Master



Price List

PriceListHeader

PriceListExceptions

Charge

SalesCharge

Term

SalesTermHeader

SalesTermCharges

Transaction







Sales/Transfer Order

OrderHeader

OrderItem

Delivery Challan

ChallanHeader

ChallanDetail

Sales Invoice/Transfer Out

SalesInvoiceHeader

SalesInvoiceDetail

Sales Return/Transfer In

SalesReturnHeader

SalesReturnDetail

SalesReturnChargeItem

SalesReturnCharge

Sales DN/CN

SalesDNCNHeader

SalesDNCNDetail

SalesDNCNChargeItem

SalesDNCNCharge

Sale Service Invoice

SalesServiceHeader

SalesServiceDetail

SalesServiceChargeItem

SalesServiceCharge

Retail Sales

RetailSaleHeader

RetailSaleDetail

RetailSaleMOP

POS Management

Transaction

Gift Voucher issue

GVIssueHeader

GVIssueDetail

POS Journal

POSJournalHeader

POSJournalDetail

POS GRT

POSGRTHeader

POSGRTDetail

POSGRTChargeItem

POSGRTCharge



Future additions

Note: More modules will get added in near future. Please follow release notes for that.





Ans. Audit configuration: is a module that will by default get enabled, when for the first time a user enables an audit trail for any module. Data from audit configuration can not be deleted/purged.

Tables that will get exported in audit report for Audit configurations are:

  1. AuditModule: List of modules for which the audit trail has been enabled/disabled by the user.

  2. AuditTables: List of Audit tables that are related to modules that are enabled/disabled.

  3. AuditTableColumnSpecification: List of columns for each audit table.

Audit configuration’s tables and their column details are shown below:

Purge History: is a module that will by default get enabled, when for the first time a user purge an audit trail for any module. Data from purge history can not be deleted.

Tables that will get exported in audit report for Purge History are:

  1. PurgeHistoryHeader: Captures purge details such as “date upto” which data has been purged and status of purge. 

  2. PurgeHistoryDetail: List of modules for which purge has been executed.




Ans. Browse Data → Select a table → Export icon → Export to CSV



Ans. There are  a few common columns in audit report that are intended to help the reader in identifying the nature of the changes in the data, the source of the change, the person/user responsible for the concerned change etc.

List of common columns and their description are given below:

  • Transaction_id: Unique id representing a change in the module

  • Transaction_Date: Date time when the change was triggered

  • Login_User: User name who has triggered the change

  • Module_type: Module name 

  • Module_shortcode: Unique short code of each module_type

  • Program: Source from which change was triggered (Web/Desktop/Toad.exe)

  •  

    •  

      • When data is created/modified from Ginesys Web, it will show - Web

      • When data is created/modified from Excel import utility, it will show - Web

  •  

    •  

      • When data is created/modified from Ginesys Desktop, it will show - Desktop 

      • When data is created/modified from Toad, it will show - Toad.exe

  • Module_key: unique code for module_key_display 

  • Modue_key_display: System generated document number for the transaction and unique value for the masters.

  • Action: type of change (Insert/Update/Delete)

  • Action_subtype: Action’s sub type (New/Old)



Ans. For technical reasons, Ginesys records update of data in two (2) ways:

  1. Update of record: In this case, there will be only one line for update represented by an unique transaction id.

  2. Delete followed by Insert: In this case all delete and insert records pertain to the same transaction id, representing a single operation of update. For example: This type of update can be seen in Role Privileges (Web) audit report.



Case Study 1



Case: Suppose there is a Role in which permission is given only for Admin menus (Count of menus: 31). Now we have given permission for Inventory menus also (Count of menu: 36). How will such an update get captured in Ginesys Audit report?

Impact: 

  • Transaction id (XX.XX.XXXX): Total lines (31+31+36 = 98). 

  • Lines with action as DELETE(31): for all the Admin menus which were already provided in the role.

  • Lines with action as INSERT(67): for all the Admin menus (31) which were provided earlier and lines for Inventory menus (36).



















To go back to the main page click on Managing the Audit Trail in Ginesys HO Admin