Product overview

The Audit Log Help and User Guide will take you through the features and settings for the Sicon Audit Log module for Sage 200.

It looks like any other Sage 200 module, making it easy to use for anyone already familiar with the Sage 200 environment.

Reports are available within the Sage 200 report designer so they can be amended to suit specific business requirements.


1. Introduction

When a change is made to certain (and as documented in each section below) data related to any of these entities, the user will be prompted to enter a reason for the amendment (Unless Silent Tracking is enabled).

The module does not stop the change being made, it simply records details and the date the details are updated.

The Ledger Sign-Off function can then be used by an authorised user*, to confirm that all audited amendments are acceptable and therefore ‘signed-off’. This is explained later on in this guide.

A Sage 200 user CANNOT sign off their own changes, so you will need to ensure that at least two Sage 200 users have access to the ‘Ledger Sign Off’ menu option

A report can be generated to list audited changes, including the user who made the amendment and the user who signed-off the change.

The Audit Log module is used to record changes made within the following Sage 200 modules and certain fields within those modules  (as documented within this Help and User Guide)

  • Cashbook
  • Nominal Ledger
  • POP
  • Price Book
  • Purchase Ledger
  • Sales Ledger
  • SOP
  • Stocka

These can be switched off as per the settings which are explained in the settings section.


2. Settings

To enable the modules where changes are recorded you can simply tick them on and off in here.

The silent tracking feature allows changes to be tracked without users being required to enter a reason recording the change for ledger sign off. If Silent Tracking is not enabled but Enable Auditing is, the users will be prompted to enter a reason for the change.


3. General Operation

Within all modules when a change (to the relevant fields as documented within this Help and User Guide) is made and the record saved the Auditing – Reason for Change will be displayed:

 

In here you can fill in the reason per line, or if lots of amendments are made at once you can enter a reason at the bottom of the screen which will apply to all changes. Once you have completed the reason for change selecting save will write the record to the auditing log.

Depending of the field that is changed, the changes can be seen either via the ‘View Changes’ Button or ‘View Line Changes Button’ (This will depend on the module, and some screens will only have ‘View Changes’ button as they are not line level related transactions/processes

If the changes are at account level (i.e. Sales or Purchase account) the ‘View Changes’ button is visible from ‘Amend Account’ (unless account is on hold) or ‘Account Enquiry’

If the changes are transaction level (i.e. on a sales order or purchase order) the ‘View Change’ and ‘View Line Changes’ are visible via Amend Order (unless order on hold) or ‘View Order’

All changes recorded will give date and time stamp information, the field being changed, what it was changed from and to, and the user who carried out the change.

This information is also reflected in the audit log itself.


4. Key Functions that Trigger the Auditing Change

For full details or field changes recorded, see Section 8 of the Audit Log Help and User Guide


4.1. 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, Currency
  • Adding or changing BIC/Swift Number
  • Adding or changing IBAN Number
  • Adding Bank Contact Details
  • Adding a New Memo
  • Deleting a Memo
  • Changing Default Bank Nominal’s

4.2. 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 Sage’s This Year Budget fields i.e. This Year or Month
  • Changes to Sage’s This Year Budget Values
  • Adding or deleting a Nominal Account Memo

4.3. POP

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 Line Changes button on either the amend order screen or view order screen

If an order is amended, and unit prices on the lines are changed

  • Users will be asked to enter a reason (Unless silent tracking is enabled)

These Qty 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: View Invoice & Order Settings and on the ‘Processing Tab’ the ‘Cancelled orders/Record details of cancelled lines for future orders’ is ticked/enabled
  • Once enabled in POP Settings, and if a line is removed, 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

Other changes tracked

  • POP Delivery Address changed, including Postal name and address lines

Sicon Enhancement Pack needs to be installed in order for this option to be active

  • Contact details including email address phone & fax numbers
  • Analysis Codes
  • Order Originator

4.4. Price Book

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

  • Within Price Book, selecting a stock item, selecting ‘prices for stock item’ and when adding (where not existing) or changing process against a pre – existing price band

4.5. Purchase Ledger

If a New Purchase Ledger Account is added

  • Users will be asked to enter a reason (Unless silent tracking is enabled)

Other changes tracked

Account Credit

  • Name Change
  • Company details such as address, telephone & email address details
  • Default Nominal Account
  • Add New Bank Account Details
  • Change of Bank Account Details
  • Contact Details
  • Change Payment Terms
  • Months to Keep History For
  • Analysis codes
  • Default Document Details
  • Putting Account on Hold (only visible via Account Enquiry, not amend account as if account is on hold, amend account is not possible)

4.6. Sales Ledger

New Account

If a New Sales Ledger Account is added

  • Users will be asked to enter a reason (Unless silent tracking is enabled)

Other Changes Tracked

Account Credit

  • Name Change
  • Company details such as address, telephone & email address details
  • Default Nominal Account
  • Months to Keep History For
  • Analysis codes
  • Default Document Details
  • Putting Account on Hold (only visible via Account Enquiry, not amend account as if account is on hold, amend account is not possible)

4.7. SOP

New Order

With SOP Tracking enabled within Settings, when a New order is added, users will not be asked to record a reason, however we do record in the background initial lines on a new order are added and these can be seen by viewing the View Line Changes button on either the amend order screen or view order screen, other info is recorded and can be seen by selecting ‘View Changes’

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 Line Changes button on either the amend order screen or view order screen

If an order is amended, and 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 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; SOP Settings: View Invoice & Order Settings and on the ‘Processing Tab’ the ‘Cancelled orders/Record details of cancelled lines for future orders’ is ticked/enabled
  • Once enabled in SOP Settings, and if a line is removed, 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

Other changes tracked

  • SOP Delivery Address changed, including Postal name and address lines
  • Contact details including email address phone & fax numbers
  • Analysis Codes

4.8. Stock

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

  • Adding a new Stock Item / Code
  • Amending a stock item ‘Name’
  • Adding an additional Location (Warehouse) or Bin
  • Adding or Changing Manufacturer Details
  • Adding or Changing Supplier defaults on to stock item
  • Adding Legislative Information
  • Changing average buying price field manually
  • Changing Landed Costs defaults
  • Changing the ‘Sales Orders and Invoicing tick box’
  • Changing Label Printing Option
  • Changing Item Status (for example flagging as Inactive from Active
  • Changing Item Status Inactive Date from what was original set
  • Changing Back from Inactive to Active (Noting that the inactive date by sage’s default will then disappear)
  • Change Stock Take Cycle
  • Stock Item Selling price changes will be recorded.

5. Ledger Sign Off

The Ledger Sign Off screen can be used to authorise/approve audited amendments. Users cannot authorise their own amendments. This information can be filtered by Module, tick to select the lines for approval and click Sign Off.

Audit Log 6

Standard Sage Administrator user/role permissions (i.e. features) should be setup so that this screen is only accessible by authorised users/supervisors.

Right Click allows all records, or the ones selected to be sent to Excel.


6. Audit Log Changes Report

This may be used to report details of audited amendments by date range, user, etc.

Audit Log 4

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

Audit Log 2


7. Enable Module

This screen is used to enter the module enable string to allow use of the module.

When a new module enable string is provided, enter (paste) into the new enable string field, then click OK to apply the string.

Audit Log 3


8. Appendicies – 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:

Sicon Audit Log - Audited Fields

9. Release Notes

The Release Notes document below shows which release of the Audit Log system includes which new features and for which version of Sage these will work.

The version number indicated in the Audit Log Release Notes includes a full release number and a sub version number; e.g. ’6.1′ indicates the full release version number of the software.  Pre-release version builds of the software are available to certain clients requiring new or enhanced features being developed from the wish list.  If these versions are installed on your system, you will see an additional number e.g. 39.113 making up a specific database version and interim build number of 6.1.39.113.

It is unlikely that these features will be documented in this help and user guide until the end of the development phase.

Audit Log Release Notes


11. Sicon V18 New Features & Important Information

New Features

  • New setting to determine the minimum characters required for a reason
  • New Sage feature that allows user roles to have access to the “View Changes” and “View Line Changes” buttons
  • Audit log reasons can now be predefined. These predefined reasons can be added to and edited.
  • Sicon Contract Manager module can now be audited.

Important Information

  • A new feature will need to be turned on in Sage Administrator to access what user roles have access to the “View Changes” and “View Line Changes” button. [v17.1.4]

[Last Important Info applied June 18, 2018. V17.1.4]

Sicon Audit Log v18 New Features & Important Information

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