Audit Trail FAQs (Legacy)

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
Common	Master	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:

AuditModule: List of modules for which the audit trail has been enabled/disabled by the user.
AuditTables: List of Audit tables that are related to modules that are enabled/disabled.
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:

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

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

Ginesys ERP

We’re excited to announce that the latest information is now available on our new site, the Ginesys One Wiki!. Visit the site for up-to-date resources and insights. We look forward to continuing to support you there!

We’re excited to announce that the latest information is now available on our new site, the Ginesys One Wiki!. Visit the site for up-to-date resources and insights. We look forward to continuing to support you there!

Audit Trail FAQs (Legacy)

Analytics

Future additions

Case Study 1

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