Goldenseal Accounting- Audit Trail (June 19)

One of the lesser-known features of Goldenseal accounting software is the Audit Trail, tucked away inside the View-Security menu. It tracks when each record is created, changed or deleted. If multiple users sign on with different passwords, it also shows who did what. You can control exactly what gets logged with Options-Preferences-Data Entry. For security reasons, the Audit Trail can’t be changed, so it creates a permanent record of what happens to your business records.

The Audit Trail is a valuable accounting feature for larger companies. You can look back at all changes made to records, which makes it much easier to investigate possible fraud (or just carelessness). We also use it occasionally when diagnosing posting problems in user files.

On the flip side, the Audit Trail adds many records to the file, and increases file size by 10% to 30%. Many of our users do their own data entry (or have a relative do it), so it is unlikely they will ever need the trail for a security investigation. The feature is obscure enough that most people don’t even know it is running.

The conversion to Goldenseal Pro is a chance to redo some of our early design choices. After 17 years of user inputs, we have a much better picture of what is actually useful. The Audit Trail is one of those things we can probably do better.

It doesn’t make sense to remove the Audit Trail, because it helps some users, and it already works fine. However, when we import data from older files, we probably will skip the old Audit Trail entries. If they are ever needed for an investigation, they are still available in the old file. If moving them to the new file is important to you, please let us know.

We may also change our default settings, and leave the Audit Trail off for most users. If you don’t use multiple passwords, then you probably don’t need it.

Another option is to go in the opposite direction, and expand the Audit Trail into a full ‘journaling’ system. Some software programs (e.g. Photoshop) store a list of all changes made, so you can go back with Undo multiple times, or selectively apply some past changes but not others.

To make a journaling system work for accounting, the Audit Trail would end up using more than half of the file size. Having multiple undo would add complexity to our posting code, and it may have security issues.

We won’t change the Audit Trail by much in the first release of Goldenseal Pro, but we may revise it in a future update. If you have often wanted to undo deletions made days ago, please let us know. That is probably the best advantage we’d get from a more complete Audit Trail.

Dennis Kolva
Programming Director
TurtleSoft.com

 

Author: Dennis Kolva

Programming Director for Turtle Creek Software. Design & planning of accounting and estimating software.