Auditing General Ledger Journal Entries and who Approved the Batch ID example (video included)

Subject:
The steps in this example will describe how to create an Audit Group to audit General Ledger Journal Entries and who Approved the Batch ID.

Resolution:

Here are the steps to follow:

1. Go to Microsoft Dynamics GP | Tools | Setup | Auditor | Audit Groups.
2. In the Group Maintenance window, enter a Group ID and Group Description.
3. Click the Add Audit button and then click Table Audit.
4. Enter Transaction Work in the Search field and tab off.
5. Select the Microsoft Dynamics GP Transaction Work table and then click Select.
6. In the Auditor Table Maintenance window:
   1. Mark the Adds checkbox.
   2. Click the Adds Options button.
   3. In the Field Options window:
      1. Mark the Use Conditional Auditing checkbox.
      2. Select Reference for Field.
      3. Select is Not Equal To for Operator.
      4. Leave the Value field blank.
      5. Click OK.
   4. Back in the Auditor Table Maintenance window, mark the Changes checkbox.
   5. Mark the Ref and/or Audit checkboxes for the appropriate fields. Note: If you mark the Ref column, that field value will be available when you drill back on the Audit Record and then look at the Audit Reference Fields. Here are several fields you may want to Audit and have as a Reference:
      1. Batch Number
      2. Journal Entry
      3. Source Document
      4. Reference
      5. TRX Date
   6. Since Dynamics GP is designed to create a record in the GL1000 table as soon as the Journal Entry number appears in the Transaction Entry window and since you are tracking Adds in this example, an Audit record is created even if the Journal Entry isn’t saved. To prevent this from happening, you can do the following:
      1. Select the field and then click the Field Options button.
      2. In the Field Options window, mark the Do Not Track Blank to Non-Blank Changes checkbox.
      3. Click OK.
      4. Repeat step 6f for all the fields that are being audited in the Transaction Work table.
   7. Click OK.
7. In the Group Maintenance window, click the Add Audit button and then click Table Audit.
8. Enter Transaction Work in the Search field and tab off.
9. Select the Microsoft Dynamics GP Transaction Amounts Work table and then click Select.
10. In the Auditor Table Maintenance window:
    1. Mark the Adds checkbox.
    2. Mark the Changes checkbox.
    3. Mark the Ref and/or Audit checkboxes for the appropriate fields. Note: If you mark the Ref column, that field value will be available when you drill back on the Audit Record and then look at the Audit Reference Fields.
       1. Here are several fields you may want to Audit and have as a Reference:
          1. Account Index
          2. Debit Amount
          3. Credit Amount
       2. Here are several fields you may want to mark just the Ref checkbox to see the value in the Audit Reference Fields window of the Audit Record.
          1. Journal Entry
          2. equence Line
    4. Click OK.
11. In the Group Maintenance window, click the Add Audit button and then click Table Audit.
12. Enter Postings Definition Master in the Search field and tab off.
13. Select the Microsoft Dynamics GP Posting Definitions Master table and then click Select.
14. In the Auditor Table Maintenance window:
    1. Mark the Changes checkbox.
    2. Mark the Ref and/or Audit checkboxes for the appropriate fields. Note: If you mark the Ref column, that field value will be available when you drill back on the Audit Record and then look at the Audit Reference Fields.
       1. Here are several fields you may want to Audit and have as a Reference:
          1. Approval User ID
       2. Here are several fields you may want to mark just the Ref checkbox to see the value in the Audit Reference Fields window of the Audit Record.
          1. Batch Source
          2. Batch Number
          3. Approval
          4. Approval Date
    3. Click OK.
15. In the Group Maintenance window, click Save.