Audit Log Help and User Guide

1. Introduction

When a change is made within Sage the details and time of the change will be recorded; if silent tracking is not enabled for that module, the user will need to provide a reason for the change.  Audit Log will not stop the change being made, it simply records the change.

The Ledger Sign Off can then be used by an authorised user to confirm that all audited amendments are acceptable and therefore ‘signed-off’.  A Sage 200 user cannot sign off on their own changes so at least two Sage 200 users will need permission to access the Ledger Sign Off menu option.

The Audit Log Changes Report can be generated to list all audited changes, including who made the amendment and who signed off the change.

Audit Log can be configured to record changes made in the below modules; it is possible to switch on or off auditing at a module level.

• Cash Book
• Contract Manager
• Nominal Ledger
• POP
• Price Book
• Purchase Ledger
• Sales Ledger
• SOP
• Stock Control

2. Sage Admin Features

For Audit Log to track changes all Sage 200 users will require ‘Scripts Only (All Users)’ enabling on their Role within Sage System Admin.  The other permissions detailed below will need enabling as required for each organisation.

Reports – Audit Log Changes Report:  this permission should be given to any user that needs to run the Audit Log changes report.

View Changes – View Changes Button and View Line Change Button:  this permission can be given to users if it is required for them to be able to view changes or view line changes within a module being audited.

Maintenance – Audit Log Reasons:  this setting will allow users to configure reasons for changes that can be selected by other users when entering an explanation.

Imports:  this setting should be given to any user that requires the ability to import price book prices.

Scripts Only (All Users):  all roles will need this configured if their changes in Sage are to be recorded.

Enable Module:  this permission needs to be given to the user who will enter an enable string each year.  This is usually just an Administrator permission.

Help & User Guide:  this will give users the ability to view the Help and User Guide from within Sage.

Ledger Sign Off:  if a user has this permission they will be able to sign off on changes made within Sage.  At least two users will need this permission to be able to sign off each other’s changes.

Settings:  configure to allow users the ability to access Audit Log settings.  As this will allow for users to switch on and off changes being recorded in different modules, this would usually just be an Administrator permission.

3. Settings

There are a couple of configuration options within the main Audit Log settings.

3.1. General Settings

Enter here how many characters as a minimum must be entered if a user is prompted for a reason when making a change in Sage.  Characters such as full stops or numbers cannot be entered without any letters also being entered.

3.2. Module Settings

To enable auditing in modules, tick per module whether to record changes.  The silent tracking feature allows changes to be tracked without users being required to enter a reason for the change.  If silent tracking is not enabled but auditing is, users will be prompted to enter a reason for the change.  Whether users are prompted to enter a reason or not, the change will still need to be signed off and will be visible on the changes report.

4. Imports

4.1. Import Prices

Within Sage Price Book it is possible to import prices; if Audit Log is configured, the import should be done within Audit Log to ensure that these changes are audited.  The standard Sage import functionality is used.  If Audit Log is enabled and a user tries to import prices through Price Book, the below message will be shown.

5. Maintenance

5.1. Audit Log Reasons

It is possible to enter some pre-configured reasons for change that can be utilised when a user is inputting a reason for a change in a module.  To add a new reason, type in the free text field and click Save.  To delete a reason, highlight and click Remove.

When a user makes a change within a module, if they begin typing a reason a pre-configured reason will appear that can be selected by a user.

6. General Operation

If silent tracking is not configured and a change is made within the module, when saved the below screen will be displayed.  If silent tracking is on, the record will be saved with no prompts for a reason to be entered.

A reasons needs to be entered at the bottom of the screen which will apply to all lines.  If this screens shows to a user, a reason must be entered before it can be saved.  All changes recorded will be given date and time stamp information, the field being changed, the old and new values and the user who carried out the change.

Depending on the field that is changed and user permissions, it would be possible to view changes made either via the ‘View Changes’ or ‘View Line Changes’ buttons; which button will show will depend on the module as some screens will only have ‘View Changes’ as there are not line level related transactions or processes.

If changes are at account level (i.e. Sales or Purchase Ledgers), the ‘View Changes’ button is visible from ‘Amend Account’ or ‘Account Enquiry’.  If the changes are at a transaction level (i.e. against a Sales or Purchase Order) the ‘View Change’ and ‘View Line Changes’ buttons are visible via ‘Amend Order’ or ‘View Order’.

This information is also reflected in the Audit Log changes itself.

7. Ledger Sign Off

The Ledger Sign Off screen can be used to authorise audited amendments.  It is not possible for users to approve their own amendments so there must be at least two users who can access this screen.  Standard Sage Administrator permissions should be setup so this screen is only accessible by Superusers or Administrators.

Amendments can be filtered by Module and either all or some lines can be selected to be signed off.  It is also possible here to right click and send all or lines selected to Excel.  Once an amendment has been signed off, it will be removed from this list.

8. Audit Log Changes Report

This report can be produced to provide details of all amendments and can be ran based on date range, module, changed or approved user.

The report shows old (original) and new values along with the user names of those who made the change and who approved (signed off) the amendment and the reason for the change.

9. Key Functions that Trigger the Auditing Change

For full details of field changes recorded, see Section 11 of the Audit Log Help and User Guide.

9.1. Cash Book

Users will be asked to enter a reason (unless silent tracking is enabled) when:

• Creating a new account
• Amending account number, sort code, name or currency
• Adding or changing BIC/Swift number
• Adding or changing an IBAN
• Adding bank contact details
• Adding a new memo
• Deleting a memo
• Changing bank’s default nominal accounts

9.2. Nominal Ledger

Users will be asked to enter a reason (unless silent tracking is enabled) when:

• Creating a new nominal account
• Changing nominal account name
• Changing nominal account report category
• Changing the default choice for ‘Use Batch Postings’
• Changing the default choice for ‘Allow Manual Journals’
• Changing the ‘Keep Transactions for’ xx calendar months
• Adding new values into budget fields
• Changes to this year’s budget values
• Adding or deleting a nominal account memo

9.3. Purchase Order Processing

Amend Order

If an order is amended and header dates are changed, users will be asked to enter a reason (unless silent tracking is enabled).  These date changes are recorded and visible by viewing the View Changes button on either the amend order screen or view order screen.

If an order is amended and quantities or unit prices on the lines are changed, users will be asked to enter a reason (unless silent tracking is enabled).  These quantity or price changes are recorded and visible by viewing the View Line Changes button on either the amend order screen or view order screen.  If an order is amended and a line is removed, Audit Log will only track this if within Sage 200 POP Settings – Processing Tab – ‘Cancelled orders – Record details of cancelled orders for future analysis’ is ticked.  If this is enabled, once a line is removed from a PO, users will be asked to enter a reason (unless silent tracking is enabled).  The removed lines are recorded and visible by viewing the View Line Changes button on either the amend order screen or view order screen.

Users will also be prompted to enter a reason (unless silent tracking is enabled) when:

• POP delivery address is changed, including Postal name and address lines

If Sicon Enhancement Pack is also installed and configured, users will be tracked if making changes to:

• Contact details including email address, phone and fax numbers
• Analysis codes
• Order originator

9.4. Price Book

Users will be asked to enter a reason (unless silent tracking is enabled) when:

• When adding or changing an existing price for a stock item

9.5. Purchase Ledger

Users will be asked to enter a reason (unless silent tracking is enabled) when:

• Creating a new account
• Changing account credit limit
• Changing account name
• Changing address, telephone or email address details
• Changing the default nominal account
• Adding new bank account details
• Changing bank account details
• Adding new contact details
• Making changes to payment terms
• Changing months to keep history for
• Analysis codes
• Putting the account on hold (this is only visible through Account Enquiry)

9.6. Sales Ledger

Users will be prompted to enter a reason (unless silent tracking is enabled) when:

• Creating a new account
• Changing account credit limit
• Changing account name
• Changing address, telephone or email address details
• Changing the default nominal account
• Changing months to keep history for
• Analysis codes
• Default document details
• Putting the account on hold (this is only visible through Account Enquiry)

9.7. Sales Order Processing

New Order

With SOP tracking enabled within Settings, when a new order is added users will not be asked to record a reason, however in the background it is recorded that initial lines on a new order are added.  These can then be seen by clicking the View Line Changes on either the amend order screen or view order screen.  If an order is amended or header dates are changed the user will be asked to enter a reason (unless silent tracking is enabled).  These changes are recorded and visible by viewing the View Changes button on either the amend order screen or view order screen.

If an order is amended and quantities or unit prices on the lines are changed, users will be asked to enter a reason (unless silent tracking is enabled).  These price changes are recorded and visible by clicking the View Line Changes button on either the amend order screen or view order screen.  If an order is amended and a line is removed, Audit Log will only track this if within Sage 200 SOP Settings – Processing Tab – ‘Cancelled Orders – Record details of cancelled orders for future analysis’ is ticked.  If this is enabled, once a line is removed from a SO, users will be asked to enter a reason (unless silent tracking is enabled).  The removed lines are recorded and visible by viewing the View Line Changes button on either the amend order screen or view order screen.

Users will also be prompted to enter a reason (unless silent tracking is enabled) when:

• SOP delivery address is changed, including Postal name and address lines.
• Changing contact details, including email address, phone and fax numbers.
• Analysis codes.

9.8. Stock

Users will be asked to enter a reason (unless silent tracking is enabled) when:

• Adding a new stock item
• Amending a stock item name
• Adding an additional location (Warehouse) or bin
• Adding or changing manufacturer details
• Adding or changing supplier defaults on stock item
• Adding legislative information
• Changing average buying price field manually
• Changing landed costs defaults
• Changing the ‘Sales Orders and Invoicing’ – ‘Allow sales order and invoicing’ option
• Changing the ‘Label Printing Options’
• Changing item status (e.g. flagging stock item as Inactive/Active)
• Changing item status inactive date from what was originally set
• Changing stock take cycle
• Changing stock item selling prices

10. Enable Module

This screen is used to show all configured Sicon Add-ons and allows the entry of enable strings to allow use of a module.  When a new module enable string is provided, copy into the ‘Enable string’ field and then click Apply to save the changes.

If online enable strings have been activated these will self-populate.

11. Appendicies – Audited Fields

11.1. Audit Log Audited Fields

The Audit Log module will record changes to certain data tables/fields only.  For a full list of these, please download a copy of the below:

11.2. Sicon Contracts Audited Fields

The Audit Log module will record changes to certain data tables/fields only in Sicon Contracts.  For a full list of these, please download a copy of the below:

12. Release Notes

The release notes page shows which release of the Audit Log system includes new features or issues resolved.

With the release of the Sicon v19, our version numbering has changed slightly. Previously our add-on versions were numbered in the format 201x.18.0.1.  From Sicon v19, our modules will be numbered in the format 201x.190.0.1  This is because we have three Sicon releases planned per year and we will use the second group of digits to reflect these as xx1 and xx2. We use the third set of digits to reflect whether it is a release or a pre-release build and the fourth set then give the build number.

New features detailed in the Release Notes relating to Pre-Release versions will not be detailed in the current Help and User Guide until the end of development phase.

13. Downloads

14. New Features & Important Information