Audit Trail Software for Accurate and Transparent Accounting Records

In many businesses, more than one person works on the same accounting data. A voucher entered in the morning may be modified later, a payment entry may be deleted, or an account or item master may be changed. If a figure later does not match, it can be difficult to identify what changed, who made the change, and when. To ensure transparency, the MCA audit trail requirement mandates that from 1 April 2023, companies using accounting software must maintain an edit log that records changes with the date and cannot be disabled.

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Tracks All Changes Made to Transactions & Masters

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Identifies Who Changed What and When

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Reviews Original & Modified Voucher Details

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How to Enable and View Audit Trail in BUSY

Step 1a: Enable Audit Trail

Audit Trail option enabled in General Configuration in BUSY

Go to Settings > Features/Options > General. Then enable the Audit Trail option.
OR

GSTIN and CIN details entered while creating a company in BUSY

If a GSTIN or CIN was entered while creating the company, the Audit Trail option under Settings > Features/Options > General may already be enabled by default.

Step 1b: Enable Detailed Audit Trail

Detailed Audit Trail enabled in BUSY General Configuration

Enable Detailed Audit Trail to maintain a more detailed record of changes. It is recommended for maintaining the Audit Trail as per MCA requirements.

Confirmation message before enabling Detailed Audit Trail

NOTE: Once Detailed Audit Trail is enabled, it cannot be disabled.

After enabling Audit Trail, BUSY records changes made to accounts, items, and vouchers. This includes additions, modifications, and deletions in Sales, Purchase, Payment, Receipt, and other entries. Each activity is recorded with a timestamp.

Modification Narration window while modifying a voucher in BUSY

When Detailed Audit Trail is enabled, a Modification Narration option appears whenever you modify a voucher, account, or item. You can enter the reason for the change, making it easier to understand later why the entry was modified.

Step 2: Open the Audit Trail Report

Go to Reports > Checklist > Audit Trail Report

Step 3: Select the Report Type and Apply Filters

Advanced Filters options in the Audit Trail report

Click Advanced Filters in the top-right corner. Choose whether you want to view a Summary Report or Detailed Report. The available filters will change based on the report type selected.

Details to be shown options for the summary audit trail report

i) For Summary Report: Select the Details to be Shown from the drop-down menu. You can choose from options such as Account Day Book, Inventory Day Book, or List of Masters.

Voucher type, series and number filters in the detailed audit trail report

ii) For Detailed Report: Select whether you want to view changes for a Voucher or Master.

If you select Master, choose either Item or Account. If you select Voucher, select the required Voucher Type from the drop-down menu. Then, select the Voucher Series and enter the Voucher Number.

Step 4: View the Audit Trail Report

Version-wise comparison of original and modified voucher details

The Audit Trail report shows details such as the user who performed the action, the type of action performed, the date and time of the activity, and the version details.

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Official Feature Guide

Frequently Asked Questions

Clear answers to common queries about this feature.

Is an Audit Trail the same as a User Activity Log?

No. In BUSY, Audit Trail and User Activity Log are separate features. Audit Trail focuses on additions, modifications and deletions made to transactions and masters, while User Activity Log is used to track user activities in the software.

Does Audit Trail record changes made before it is enabled?

No. Audit Trail starts recording changes from the time it is enabled. Changes made before that point are not added to the Audit Trail later.

Can I check which user changed a particular voucher?

Yes. The Audit Trail report can be filtered by user, helping you identify additions, modifications or deletions made by a particular user.

Can I see a voucher as it appeared before it was modified?

Yes. With the detailed Audit Trail option, you can review the details of a modified voucher before the changes were made.

Can I view only deleted or modified entries?

Yes. You can select the type of entries you want to review, such as added, modified or deleted entries. This makes it easier to investigate a specific type of change.

Can Audit Trail reports be filtered by date?

Yes. You can specify a date range while opening the Audit Trail report. This is useful when you need to investigate changes made during a particular period.

Can Audit Trail reports be exported?

Yes. Audit Trail reports can be exported in formats such as Excel, CSV and PDF. This can be useful when sharing records with accountants or auditors.

Can I check when a master was created or changed?

Yes. Audit Trail can be used to review additions and changes made to masters, including accounts and items. You can also check details such as the user and date associated with the change.

Is Audit Trail useful in a multi-user setup?

Yes. Audit Trail can be reviewed user-wise, making it easier to trace changes when several people work on the same company data.

How far back can I view Audit Trail records?

Audit Trail records changes from the time the feature is enabled. Earlier records remain available as long as the Audit Trail history is retained in the company data.

Is Audit Trail mandatory for every business?

The specific requirement under the Companies (Accounts) Rules, 2014 applies to companies that use accounting software to maintain their books of account. From 1 April 2023, such companies must use accounting software that records an audit trail of transactions and changes.

Sole proprietorships and ordinary partnership firms are not covered by this specific Companies Act requirement, but they may still use Audit Trail for better internal control.

What should I check in Audit Trail if my figures do not match?

Start with the period in which the difference appeared. Filter the Audit Trail by date, user and type of change, then review modified or deleted entries that could have affected the figure. Where required, compare a modified voucher with its earlier details.

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