View the Audit Trail

To access the audit trail:
  1. With the report open, click Report Details > Audit Trail.
  2. Review the information.
  3. Click Close.

The Audit Trail window is divided into two parts: Report Level and Entry Level. Each section has these columns: Date/Time, Updated By, Action, and Description. The following information appears.

Report-level information

Information

Description

Approval or Payment Status Change

When a user or the system changes the status of a report, a row is added to this audit trail table, including any comments entered, with the following:

  • Action: Status Change

  • Description: Approval Status changed from <old status> to <new status>

Comments

When a comment becomes no longer editable on the report, a row is added to this audit trail table with the following:

  • Action: Comment

  • Description: <text of the comment>

Exceptions

When a report is submitted, a row is added to this audit trail table with each report-level exception that exists, with the following:

  • Action: Exception

  • Description: <text of the exception, including flag, code, and level>

Report Level Field Edits after Submit

When a field on a report is changed after the report is submitted, a row is added to this audit trail table with the following:

  • Action: Field Edit

  • Description: The field <field name> was changed from <old value> to <new value>

Clearing Exceptions

When exceptions are cleared, a row is added to this audit trail table with the following:

  • Action: Clear Exceptions

  • Description: All exceptions were cleared

Receipts Received

When receipts are marked as received, a row is added to this audit trail table with the following:

  • Action: Receipts Received

  • Description: Receipts Received changed from Yes to No (or No to Yes).

Delete Entry while in Resubmit

When an entry is deleted while a report is in resubmit status, a row is added to this audit trail table with the following:

  • Action: Delete Entry

  • Description: Expense Type: <expense type of deleted row>; Date: <date of deleted row>, This entry was deleted while the report was in resubmit status.

Report created by a delegate or proxy

When a report is created by a delegate or proxy, a row is added to this audit trail table with the following:

  • Updated By: Name of delegate or proxy

  • Action: Delegate/Proxy Report Creation

  • Description: This expense report was created by a delegate or proxy user.

Expense-level information

Information

Description

Comments

When a comment becomes no longer editable on an entry, a row is added to this audit trail table with the following:

  • Action: Comment

  • Description: <text of the comment>

Exceptions

When a report is submitted, a row is added to this audit trail table with each entry level exception that exists, with the following:

  • Action: Exception

  • Description: <text of the exception, including flag, code, and level>

Entry Level Field Edits after Submit

When a field on an entry is changed after the report is submitted, a row is added to this audit trail table with the following:

  • Action: Field Edit

  • Description: The field <field name> was changed from <old value> to <new value>

Partially Approving or Rejecting an Entry

When a user or the system partially approves an entry, a row is added to this audit trail table, including any comments entered, with the following:

  • Action: Partial Approval

  • Description: The Amount Approved changed from <old value> to <new value> (then a new line with the text of the comment associated with the partial approval if one was entered).