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QuickBooks is undoubtedly one of the best accounting software at present. It is the answer to all your accounting woes. However, just like any other software it has its own operational challenges and errors. If you are a user of QuickBooks and you are facing any such issue you don’t need to worry. You will find answers to all the QuickBooks-related errors and queries here. In this article, we will be resolving the issue of QuickBooks Audit Trail Removal, which has been bothering many QB users for a while now.
We have received ample requests demanding a solution for this issue. We did our work and finally devised a working method to remove the audit trail from QuickBooks. But, before we jump on to any working ways to remove the audit trail, it is important that you understand a bit about it.
The Audit Trail is a QuickBooks feature. It enables you to keep a track of and manage all the reports that have been deleted, edited, modified, or are newly added transactions in your account. Using the Audit Trail feature, you can also track any lost transaction of your QuickBooks Desktop account. This feature serves as a life savior for many as if it is turned on or enabled in your QuickBooks account it can provide you the previous transaction that is no longer available in your account.
Finding a QuickBooks online audit trail is not a tough task. There are certain steps that you need to follow to locate and access it. Below are the steps that you need to follow to open the QuickBooks desktop audit trail:-
The first step that you have to follow is to open the QuickBooks desktop software. Then, navigate to the File menu located at the top left corner of the software window.
You will find utilities option in the dropdown menu and select it
Now you will get 2 options; the clean-up company data and the condense data option. You will have to select either of the options depending on the version of QuickBooks you are using. The reason behind this is because some versions of the QuickBooks clean-up data are written as condensed data.
Next, you will have to choose the range of data. You will have to select from when you want your data to be cleared. Alternatively, you can choose to use the delete all transaction option.
In the next step, you will have to tick all the check-box, that you get on the instruction screen. This is the way through which you can delete /erase the audit trail for all accounts and transactions.
Lastly, press the begin cleanup process to remove the selected data and finish the process.
At times, the functionality of audit logs is not accessible and works poorly for many users. It becomes difficult for users to locate the history of some specific transactions. By clicking on the gear icon present and selecting the ‘audit log’ option available in the Tools section of the software, you can see the changes in the Log.
In case if you need the history of a particular transaction, follow the steps provided below:
Locating Audit trail in different version of QuickBooks (Pro, Premier, Enterprise, Desktop & Online)
For locating audit trail in Desktop, Pro, Premier, and Enterprise versions of QuickBooks follow these steps
Once you have enabled the audit trail in QuickBooks, you cannot disable it simply. So, if you want to disable the QuickBooks audit trail, you will have to reach out to the helpdesk of QuickBooks. Once you are in contact with someone from the QuickBooks helpdesk, ask them to turn it off for you as you don’t wanna use it. (This is the only effective and working method to turn off the audit trail in the QuickBooks)
Sometimes QuickBooks Multi-User Mode Not Working error occurs. To use the audit trail for multiple users in the QuickBooks you will have to enable the audit trail option. This will allow you to data file multiple users’ access. The audit trail allows you to monitor and keep a tab on all the ongoing and past modifications that have been made in the QuickBooks data file. This feature is very beneficial when multiple users are maintaining a company file.
Here are the steps that you must follow to enable the QuickBooks Audit trail:
Here are the instructions that you need to follow to modify an accounting preference :
Here are the steps that you need to follow view all the changes that have been made in the audit trail:
Here is the information that can be monitored in the audit history:
Now, if you are facing troubles using the Audit log in QuickBooks, then you will have to follow the steps that we have mentioned in the next section. It is important that you carefully understand this and keep on following the steps side-by-side in the software.
The first thing that you need to do is sign in as the admin. In simple terms, your software must be logged in the admin mode so that you have full access to it.
Once you have done logged in as admin, follow these steps:
You will be able to as many as 150 records in the audit log in one go. In case if you wish to check records from the past then you will have to check the view setting. These settings options can be accessed in the History column to display the audit history.
You can access all the modifications that you have done in the past.
It is important to understand that the audit report is not the same as the Transaction history report. There is a detailed log linked to the audit report.
However, if you are a user of QuickBooks desktop the you will need to follow the steps written below to gain access of the audit log report:
If you are a QuickBooks Online user, then follow these steps:
When you navigate to the audit trail window, you will find as many as four tabs inside it. These four windows are
Let’s discuss in detail about these four tabs:
When you click on the Display tab in the audit trail window, you can access the data range, days. Moreover, you can also access the date when the transaction was changed and entered. Also, you can adjust and set the column that displays on the report.
You can use this tab in the audit trail window to filter out the audit report of a similar type, value, amount, or function. This helps you to segregate the audit report of your need from the cluster of all the reports.
To apply a filter in the audit trail menu you will have to choose the required options for filtering the audit log. You will have to apply these filters setting the right corner of the filter tab. However, if you wish to delete a filter, then left-click on it and choose to remove the selected filter.
You can use this option to edit the content of the audit log present on the header and footer of the report.
Fonts and Number option:
Using this tab you can modify the appearance of the audit report. Additionally, you can also change the settings of the default report. To make use of the option in this tab follow the steps below
Know more:- System Requirements For Desktop & Enterprise
There is an internal Audit track record present in QuickBooks for tracking all the changes in each transaction. This is something that is very useful at times for the accountant/ bookkeeper as this allows them to monitor the users/employees who have made changes in the transaction or have adjusted any other detail in the log sheet such as amounts, date, etc.
However, the audit trail increases by a factor of 2 when the file increases in the number of transactions and other records. The increase results in a bigger output of log file size.
The elimination or removal of QuickBooks audit trail has no effect on the software. Additionally, the removal process of the audit trail also allows you to manage your data files, which results in a smooth transition and functioning of the QuickBooks software.
As a tool to control: This option can be used to keep a track of the employees who have been given access to the QuickBooks. The owners can quickly search the list of users, transactions processed and the modifications made.
As a tool for training purpose: It helps you to train but showing the analysis and how transactions were made or changed. Using the audit trail report you can explain in detail the analysis data and how to find where a large number of transactions removed or changed.
We hope that we were able to provide in-depth information related to the QuickBooks Audit Trail Removal through this write-up. QuickBooks has been delivering all the needed accounting solutions to its users in the best possible way. But it is important that you are aware of all its functionalities.
Make sure to read our other articles for a better understanding of the QuickBooks software. However, if you are still unable to remove the audit trail from QuickBooks, you can reach out to Intuit. QuickBooks’ support for direct assistance.
It’s time we bid farewell and move on to digging up some more useful information to assist you in other QuickBooks-related issues. Make sure to put a comment in the box given below if you loved the article.