Transaction audit file
Sage 200 maintains an audit trail of transactions entered through the financials and commercials ledgers.
View and print audit trail transactions
You can use the Transaction Audit File option or the Audit Trail List workspace to view and print audit trail entries. You can use this with your Nominal Ledger Unique Reference report or the transaction enquiry workspaces, available in each module, to obtain more detailed information on individual transactions if required.
For example, if you need to know which type of transaction generated a particular posting, make a note of the URN The unique reference number assigned to a complete transaction to assist in tracing the progress of the transaction through Sage 200. This number is 12 digits long and comprises of: 3 digits for the user number, 2 digits for the source module in which the transaction was created, and a 7 digit sequential reference number. and the source. Return to the module (e.g. Sales Ledger), use the Transaction Enquiry workspace to locate the transaction see the transaction detail.
In Sage 200, transactions that come from outside the Nominal Ledger have a field in the database called NominalAccountingPeriodID, which is used to determine the accounting period to post to.
There are a number of reasons why a period number might display as zero (0) in Sage 200:
- The transaction has not yet been posted to the Nominal Ledger (it may be within the current or deferred waiting postings files).
- The transaction may have been archived.
- The data has been migrated from an earlier version of Sage 200 before the NominalAccountingPeriodID field existed in the database.
- The data may have been imported via a third party application.
Manage audit trail transactions
You can also use the Transaction Audit File option to save or remove your audit trail entries. How often you do this depends on the nature of your business and the volume of transactions you accumulate.
Saved entries are stored in a CSV file. You can only remove audit trail entries once they have been printed and saved.
Note: Entries are only displayed once they have been updated to the Nominal Ledger. Pending and waiting postings are not displayed.
What do you want to do?
Open: Accounting System Manager > System Utilities > Transaction Audit File.
- Specify the entries that you want to display. You can filter the entries by:
Module:
Select the required module from the Source module drop-down list. Select All to see entries from all modules.
Printed status:
Select the required status from the Printed Status drop-down list. This may be printed, unprinted, or both.
Note: You can only delete entries that have been the printed (Prd.) and saved to a file. To delete transactions you must choose to display entries with a Printed status.
Date range.
Enter the required date range in the Transaction date From: and To: fields.
Single URN or a range of URNs.
Enter the required URN in Transaction URN From: and To: fields. Leave the range blank to see all URNs.
User number:
Enter the required User number. Leave this blank to see entries processed by all users.
- Click Display.
- Select an entry to see the VAT and related nominal transactions.
-
Choose whether to Print, Archive or Remove the displayed transactions.
-
Print:
Select this to print a list of all the displayed entries. A confirmation appears after the report has been printed.
If the report printed correctly, click Yes. Otherwise, click No. Clicking Yes updates the Prd status of all displayed entries to Yes.
-
Archive:
Select this to save all the displayed audit trail entries to a CSV file. Specify the file location, name and type.
-
Remove:
Select this to remove all the displayed entries from the audit trail.
Note: This option is only available when you choose to display Printed entries only.
If you are a desktop user:
Open: Workspaces > Nominal Ledger > Audit Trail List.
If you are a web user:
Open: 
Tools > Show Workspaces in Browser, sign in, select Company and click Connect.
- Select Nominal Ledger > Audit Trail List.
Alternatively from outside the Sage 200 app if you are a web user:
Open: Sign in to the Self Service web app, select Company and click Connect.
- Select Nominal Ledger > Audit Trail List.
Use this to see a list of all entries in the audit trail.
You can:
- Sort and filter the audit trail. Use the filter options to see information such as audit trail entries by type, date, nominal account, user or source.
- Find a specific entry. For example, use the toolbar filter to find an entry by URN, or reference.
- Print a list of the audit trail entries that you are interested in.
- Export the list of audit trail entries that you are interested in to an Excel spreadsheet.