Audit Trail FAQs (New)
What are the modules that are covered in the Audit Trail?
Ans. Currently Audit trail can be enabled in below mentioned modules with respective table output in report:
Area | Type | Module | Release Version | Mandatory Audit |
|---|---|---|---|---|
Admin |
Master | Organization Unit | 12.17.2 | Yes |
Roles | 11.152.0 | No | ||
Role Privileges (Web) | 11.152.0 | No | ||
Role Privileges (Desktop) | 11.152.0 | No | ||
Role - Data Import Assignment | 11.152.0 | No | ||
User | 11.152.0 | Yes | ||
User Profile | 11.152.0 | No | ||
Inventory |
Master
| Batch Serial Master | 12.17.2 | No |
Tax Region | 12.17.2 | No | ||
Tax Group | 12.17.2 | No | ||
Tax Rates | 12.17.2 | No | ||
GST Additional Cess | 12.17.2 | No | ||
Item Group | 11.152.0 | No | ||
Article | 11.152.0 | No | ||
Item | 11.152.0 | Yes | ||
GST Rates | 11.152.0 | No | ||
HSN/SAC Master | 11.152.0 | No | ||
Transaction | Miscellaneous Entry | 12.17.2 | No | |
Audit Stock Adjustment | 12.17.2 | No | ||
Audit Plan | 12.17.2 | No | ||
Conversion Entry | 12.17.2 | No | ||
Finance |
Master | TDS Source | 12.17.2 | No |
TDS Section | 12.17.2 | No | ||
Accounts Group | 11.152.0 | No | ||
Ledger | 11.152.0 | No | ||
Ledger Site Assignment | 11.152.0 | No | ||
Sub-Ledger | 11.152.0 | No | ||
Transaction | POS Journal | 12.14.3 | Yes | |
Ledger/Subledger-Opening Balance | 12.17.2 | Yes | ||
Voucher | 11.152.0 | Yes | ||
Document Adjustment | 11.152.0 | Yes | ||
Journal | 12.14.3 | Yes | ||
Finance Site Allocation | 12.14.3 | Yes | ||
Common |
Master | Site | 11.152.0 | No |
Sub-Ledger - Assign Organization Site | 11.152.0 | No | ||
Procurement |
Master | Price Chart | 11.152.0 | No |
Purchase Charge Master | 11.152.0 | No | ||
Purchase Term Master | 11.152.0 | No | ||
Margin Rule | 11.152.0 | No | ||
Transaction | Cancel Purchase Order | 12.17.2 | No | |
Receipts | 12.17.2 | No | ||
Returns | 12.17.2 | No | ||
Service Order/Cancel Order | 12.17.2 | No | ||
Purchase Order | 11.152.0 | No | ||
Purchase Invoice | 12.14.3 | Yes | ||
Purchase Debit/Credit Note | 12.14.3 | Yes | ||
Purchase Return | 12.14.3 | Yes | ||
Purchase Service Invoice | 12.14.3 | Yes | ||
Purchase Service Debit Note | 12.14.3 | Yes | ||
Sales and Distribution |
Master | Price List | 11.152.0 | No |
Sale Charge Master | 11.152.0 | No | ||
Sale Term Master | 11.152.0 | No | ||
Transaction | POS GRT | 12.14.3 | Yes | |
Secondary Retail Sales | 12.17.2 | No | ||
Cancel Order | 12.17.2 | No | ||
Goods Receive At Site | 12.17.2 | Yes | ||
Sales/Transfer Order | 11.152.0 | No | ||
Delivery Challan | 11.152.0 | No | ||
Sales Invoice/Transfer Out | 11.152.0 | Yes | ||
Retail Sales Invoice | 12.14.3 | Yes | ||
Sales Debit/Credit Note | 12.14.3 | Yes | ||
Sale Service Invoice | 12.14.3 | Yes | ||
Sales Return/Transfer In | 12.14.3 | Yes | ||
POS Management | Transaction | Gift Voucher Issue | 12.14.3 | Yes |
Production | Master | BOM | 12.17.2 | No |
Transaction | Job Order | 12.17.2 | No | |
Job Order Cancel | 12.17.2 | No | ||
WIP Material Transaction | 12.17.2 | No | ||
WIP Clearance | 12.17.2 | No | ||
Job Receipts | 12.17.2 | No |
What are mandatory modules in the Audit Trail?
Ans. We have marked all the modules as mandatory which has a financial impact (Books of accounts). Once the audit tracking is enabled for such modules, users have no control to disable it.
Can we delete the Audit log data?
Ans. Based on many opinions and suggestions from the Entities, we have removed the purge right from the ERP so that users can not delete the audit data as this will raise a concern for the company’s auditor.
How can we view the Audit data in the ERP?
Ans. Previously there was no option to view the audit log on the ERP screen, rather it was just the dump file. Based on the market survey and suggestion from many entities we have removed the provision to download the dump of audit trail, rather we have given provision to view the Audit log data in front end for each and every record.
What is auto enabling of Audit Trail, how does it work?
Ans. All the modules that form part of the Books of Accounts (i.e. mandatory) will get auto enabled for audit tracking, if the CIN is captured in the Organization Unit master.
Update the CIN in the OU master before the version update, to ensure audit tracking of mandatory modules since the update. Else, users need to manually enable the tracking.
Where will I find my audit data which were tracked before the version update?
Ans. All the audit logs which were captured before the version update would be visible from the menu: Admin → Utilities → Audit Log → Export Audit Data (Legacy). Henceforth, all the audit data would be visible under: Admin → Utilities → Audit Log → View Audit Data (New)
Is there any way I can disable the audit tracking for mandatory modules?
Ans. No, audit tracking once enabled for the mandatory modules cannot be disabled.
Can we disable tracking for the modules which are not marked as mandatory?
Ans. Yes, tracking for non mandatory modules can be disabled by the user as per their preference. On disable, tracking will stop since then but users can re-enable it on a need basis.
If audit is disabled for the module, what would happen to the logged data?
Ans. Users would be able to view the logged data from the new menu. Obviously, no data would be available for the period for which the audit was disabled.
Changes from which sources will be tracked in the Audit trail?
Ans. All changes from Front end, Excel Import, API integration or direct Database will be tracked and captured in the Audit Trail.
11. How can I track the audit trail data for a document which was created before the version update and modified/authorized after the version update 12.17.2?
Ans. Audit trail data for modifications/authorization after the version update could be found in the new “View Audit Data(New)” option, and audit trail data for creation of the document could be found in “Export Audit Data(Legacy)” option.
Example:
If a document has been created before the version update and some modifications were done after the version update, then audit trail data for modifications/updates could be found in the new “View Audit Data(New)” option, and data for creation of the document could be found in “Export Audit Data(Legacy)” option.
What to do when status of the Audit trail update shows as Failed?
Ans. While updating the Ginesys version 12.17.2 through Ginesys Auto Update, if the migration for audit trail management of mandatory modules does not happen properly, then the application update for version 12.17.2 will not take place.
The following steps will allow users to rectify the issue -Right before starting the application update in the Update Software tab of the Auto Update Application, a window (Pre-requisite Check Result) opens if the database update has not been able to do the migration for audit trail of mandatory modules. The status of the Audit trail update will show as Failed.
Audit trail update will show as FailedNow go to the Tools tab in the Auto Updater and click on Update Audit Objects button.
Update Audit Objects buttonThe Auto Updater will request you to wait as the Audit related tables are updated.
When update is finished, a message will pop-up to say - Base and Sync related tables are in sync now.
This will resolve the issue and user will be able to update software normally again.
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