The Audit Trail Report lists every accounting transaction posted within a date or transaction number range, with optional filters and grouping for reconciliation and review.
Overview
The Audit Trail Report is an interactive Financial Revenue report, providing a record of every transaction by Posting or Creation Date and can be used to review every transaction for a specific General Ledger Account Code (GL Acc Code) for a date range or transaction number range.
The report can be grouped by GL Code, Category, Users, Area, Company, Travel Agent or Booking Source, and sorted by Trans No, Reservation No, Surname, GL Code, Date, Area or Loyalty Membership Type. Output can be presented as a Detailed or Summary view.
Additional options for the report include filters for Category, User, Transaction Source & Account Classification as well as options to show or exclude Voids, exclude Receipt Refunds, restrict to Managers Only (Owner Accounting), show only or exclude Transfer Transactions, and include Transaction Comments.
Enterprise customers can select 'Group by Property' under 'More Options' when generating the Audit Trail report.
How to Access
Go to Reports > Accounting > Audit Trail in the side menu of RMS.
Report Options
The Audit Trail Report has the following build options:
| Option | Details |
|---|---|
| Date Range | The Posting Date or Creation Date period the report covers. Cannot be used together with a Transaction Number Range. |
| By Posting Date / By Creation Date | Determines which date the report uses. Posting Date can also be filtered by an optional 'Transactions Created Between' date range and 'Time Created Between' time range. Creation Date can be filtered by an optional 'Time Created Between' time range. |
| Transaction Number Range | Restricts the report to a range of Transaction Numbers. When used, the date range option is not available. |
| GL Acc Codes | Limits the report to one or more General Ledger Account Codes. |
| Group By | Groups the report by No Grouping, GL Code, Category, Users, Area, Company, Travel Agent or Booking Source. |
| Sort By | Sorts the report by Trans No, Reservation No, Surname, GL Code, Date, Area or Loyalty Membership Type. |
| Category | Restricts the report to one or more Categories. |
| User | Restricts the report to transactions created by one or more RMS Users. |
| Trans Source | Restricts the report to a specific transaction source: All Selected, POS, PABX, Rate or RMS Online. |
| Report By | Switches the output format between Detailed (every transaction line) and Summary (totals only). |
| Account Classification | Restricts the report to transactions on accounts of the selected classification(s). |
| Show Only Voids | Restricts the report to voided transactions only. |
| Exclude Voids | Removes voided transactions from the report. |
| Exclude Receipt Refunds | Removes Receipt Refund transactions from the report. |
| Managers Only (Owner Accounting) | Restricts the report to transactions on Managers Only Owner Accounting accounts. |
| Show Only Transfer Transactions | Restricts the report to Transfer transactions only. |
| Show Transaction Comment | Includes the Transaction Comment for each transaction in the report. |
| Group By Property | Available to enterprise customers; groups the report by Property. |
| Exclude Transfer Transactions | Removes Transfer transactions from the report. |
Guide
In the side menu of RMS, go to Reports > Accounting > Audit Trail.
- Select a Date Range.
- Select by Posting Date or Creation Date.
• Posting Date gives additional selections of 'Transactions Created Between' and 'Time
Created Between' (Optional).
• Creation Date gives additional selection of 'Time Created Between' (Optional).
(Optional) Enter the Transaction Number Range.
If using this selection, the date range option is not available.
(Optional) Select the GL Acc Codes (Optional).
(Optional) Select a Group By and Sort By option (Optional).
(Optional) Select More Options for additional report selections . - Select Build.
Column Headers
The Audit Trail Report will include the following column information:
| Report Column | Details |
|---|---|
| Posting Date | The actual date when the transaction was created on the account. |
| Creation Date | The Accounting Date when the transaction was created on the account. |
| Trans No | The unique Transaction Number identifying the transaction throughout RMS. |
| Res No | The Reservation Number associated to the Account the transaction was created on. |
| Acc No | The Account Number the transaction was created on. |
| Area | The Area assigned to the Reservation associated to the Account the transaction was created on. |
| Name | The Guest Name associated to the Account the transaction was created on. |
| Loyalty Membership Type | The Loyalty Membership Type held by the Guest associated to the Account the transaction was created on. |
| Transaction Description | The description of the transaction as shown on the account. Includes 'Void' for records of voided transactions and 'Suspense' for Receipts created on an account where there were no charges to be allocated to. |
| Tax Invoice | The Tax Invoice number associated to the transaction. '0' indicates the transaction is not included on any Tax Invoice. |
| GL Code | The General Ledger Account Code this transaction is allocated to. |
| Username | The Username for the RMS User that created the transaction on the account. |
| Debit | The value of the Charge or Credit Note transaction created or voided on the account. |
| Credit | The value of the Receipt transaction created, refunded or reversed on the account. |
Comments
0 comments
Please sign in to leave a comment.