[Tracy Yaklyvich, MBA]

We recently had a situation where we had a Purchasing batch in GP where we could not identify the source.  I was told by my IT group that we would need GP Activity Tracking for a complete audit trail.  Has anyone experienced this before or used GP Activity Tracking?  I would appreciate any feedback, especially since I thought we had a complete audit trail!

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Tracy Yaklyvich, MBA
Assistant Controller
American Society of Health-System Pharmacists
Bethesda MD
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[Steve Burney]

?Hello Tracy,

GP Activity Tracking is a great feature and you can set it at different levels for tracking activities.

You can also look in the database table in SQL and view the Dynamics..Sy00800 file and the Sy00500 file to see if the batch is available to see the Userid.

Steve

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Steve Burney
Senior Financial Systems Administrator
Correct Care Solutions
Nashville, TN United States
sburney@correctcaresolutions.com
615-312-7272
Twitter @SteveBurney
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[Alex Cepeda]

If you are using GP 10 or GP 2010 you have a lot of information when it comes to activity tracking.  I am using GP 2013 R2.  I can create a smartlist telling me who created the batch and who posted the batch.  If someone noticed an error and made a correction that user ID would be tasked with the creator.  

Additionally there are limitations to what GP tracks.   

Let me know if you have additional questions

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Alex Cepeda
Executive Club LLC
New York NY
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[Shawn Dorward]

You do have audit trail, from a financial perspective – what they are referring to is from an activity tracking perspective.  GP offers some help with this by using the activity tracking (as the others have mentioned). 

I’m not sure what you mean by source – is this a financial batch that has a payables reference or a true purchasing batch at the payables module?

The GP Activity tracking does not show ‘from and to’ values – which may not be needed here, just an FYI.

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Shawn Dorward
Twitter: @ShawnMDorward
Implementation Consultant
InterDyn Artis
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[Mark Polino]

I need to jump into this conversation. Your IT department was incorrect. Activity Tracking is not a true audit trail and you’ll be disappointed if you try to use it that way. 

GPs activity tracing would show that vendor 123 was changed by Sarah and when. That’s it. No info about the change. If your house was robbed, activity tracting would tell you that Sarah broke into your house and leave you to figure out what was taken.

A true audit trail solution will show who changed what and when. It will show that vendor 123 was changed by Sarah, that Address1 was changed from 111 Main St to 345 Oak Lane, along with the date and time of the change.

There are multiple options for audit trails for GP. Ive got a guide to selecting audit trail software here. http://mpolino.com/gp/how-to-select-audit-trail-software-for-dynamics-gp/?hilite=%22Select%22%2C%22audit%22

Mark

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Mark Polino
Director of Client Services
Fastpath
Altamonte Springs FL
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