How to Use QuickBooks Audit Trail in Desktop?

by James Antonio

The QuickBooks audit trail feature has all the records about the changes that you have done to your QuickBooks company data file. Using an audit trail you can have a permanent record about who is performing changes in QuickBooks. For this, you have to follow the steps to turn on the QuickBooks audit trail feature.

Use QuickBooks Audit Trail in Desktop

What is the Importance of an Audit Trail in the QuickBooks Desktop?

QuickBooks is a advantageous method to command over the tasks like looking at the bills, make any changes in the bills or invoices, and managing vendor accounts. All these activities can be performed by using the audit trail in QuickBooks Desktop. QuickBooks is solely designed which helps multiple users to access the data file by using the function of an audit trail in QuickBooks. Multiple times we face the trouble of losing a transaction, and we are unqualified to locate it.

What is an Audit Trail in QuickBooks?

This function allows you to retain a history of how many changes have been done to the QuickBooks data file. If we want to use the feature in QuickBooks we must ensure to turn on this function which allow multiple users to do the changes to the QuickBooks data file. Further, we can treat it as a savior when it comes to retain a record of lots of transactions. If you have ever got stuck in the same situation, use a substantial function of QB i.e. ‘audit trail’ by turning it on. In this module we will assist you to understand some advantages of the audit trail and the steps of turn it on.

What is the Need of an Audit Trail in QuickBooks?

To know about the advantages of it, we need to go through the below mentioned points and help us to understand better about it.

  • This function helps you in locating past account names that have been united with the latest accounts.
  • One can track user login details and activities with the help of audit trail QuickBooks.
  • We can easily find the Deleted or lost transactions with the audit trail feature.
  • We can have information about the task performed and supervise who is working on the books.

In the later stage, we will learn about the functions to turn on the QuickBooks audit trail. We have also listed the steps to use this feature also.

How to Turn on QuickBooks Audit Trail Report?

As we have initiated, this functiongives access to more than single users to do the modificationsto the QuickBooks data file. Here are few steps mentioned which help us to understand how to turn on an audit trail:

  • In first step, choose the Edit menu and then click on preferences.
  • Later, a dialogue box ‘preferences’ appears on the screen.
  • Here, one can make all the necessary changes under the Accounting preferences section.
  • Now select the icon bar and choose the Accounting set of preferences.
  • Later, select the Company Preferences tab and select QuickBooks to use the Audit feature.
  • Verify Audit Trail and select Yes.
  • In the last step, QuickBooks will naturally start keeping a record of the users that want to change the QuickBooks data file.

How to Customize QuickBooks Audit Trail Reports?

If we want to make the QuickBooks Audit Trail report as per our choice for that,we are required to go to the top of the left corner and click on the report. We will find the modify Report in the Audit Trail window now. Screen opens up to multiple tabs like Display, Filters, Header/Footer, and Fonts & numbers. These multiple tabs will offer you multiple features.

1. Header/Footer:

QuickBooks Audit Trail Reports

Here in this screen, we can rectify or edit what appears on the header and the footer of the report. This is very uncomplicated, so we are not going into the lengthy process. In case of any query you can always reach out to the experts.

2. Filters:

QuickBooks Audit Trail Reports1

In this tab, we can change the look of the report. If one do not want to modify the report, then follow the steps mentioned below:

  • Firstly, go to the Edit and select Preferences.
  • Then, select Reports and Graphs > company preferences.
  • Here, we are required to select the Format.
  • And lastly, choose the ‘default report settings’.

3. Display:

QuickBooks Audit Trail Reports2

Here, we are able to get choices of modification of the QB audit trail report. For ex. the Date Range for Report is one of the choice. Second choice will be the last modified filter which shows when the user has modified the report. Here we are free to choose the columns that are displayed in the report.

4. Font & Numbers:

QuickBooks Audit Trail Reports3

In this tab, you can modify the look of the report. If one is are not interested to modify the report, then follow the steps written below:

  • First, Go the Edit and select Preferences.
  • Later, choose Reports and Graphs > company preferences.
  • In this step, we need to select the Format.
  • Finally select the ‘default report settings.

This above written article entails all the necessary information that you need to know about an audit trail in QuickBooks. As per the government guidelines, one must have an audit trail in the accounting software after the invention of GST e-invoicing for businesses.


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What are the Steps to Access an Audit Trail Report in QuickBooks Online?

Below are few steps mentioned which will help us to learn to run an audit trail report in QuickBooks Online.

Firstly, go to the Settings option and select Audit Log.
Once it’s done then, click on Filter.
Now, Select the Filter panel and use the fields to select the User, Date, or Events filter.
And lastly, click on Apply.

What we need to do to Turn off an Audit Trail in QuickBooks?

Below are the steps to turn off an audit trail:

The primary step is to access QuickBooks Desktop.
Then, find the Utility option and Choose the Options.
Here, go to the Range of Date and mark all the boxes.
And lastly, start the Cleanup.

How one can Remove an Audit Trail?

At the time of difficulty, these quick questions will ensure to keep your issues at bay. You can follow the given following steps in order to erase the audit trail in QuickBooks.

First of all, you need to choose the File Menu
Take your cursor and hover over utilities tab.
Click on Condense Data Condense.
After that, you can also choose to keep all the required transactions except the audit trail from the Condense your company file window.
And lastly, select Next and follow ongoing prompts.

Where to Find an Audit Trail Report in QuickBooks?

If you are working with QuickBooks Desktop version, then you need to access the audit log report by following these three steps:

Firstly, select the Reports option.
Now, click on Accountant and Taxes.
And lastly, select Audit Trail.

What Companies do to Maintain an Audit Trail?

We all know, an audit trail contains a record that keeps the compulsory documentation. Few investors or lenders might need an audited financial statement. We can rush the process and diminish the cost of an audit by maintaining clear records of all transactions.

How to Build an Audit Trail?

If you are looking forward to start an audit trail and need some ideas, you are at the right place. An audit trail can be started with the invoice receipt. We can follow up on the transactions via accounts payable and the electronic payment or check made for the amount settlement.

Features of Dancing Numbers for QuickBooks Desktop

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Deletes

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Customization

Customization

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

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Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

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Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


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Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


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We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

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Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

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