Printing the Audit Trail

About the Audit Trail

The Audit Trail and Audit Log File will both create an Audit Transaction when an Operator has logged into, or logged out of the company.

 

The Audit Name for the Operator, as it appears on the Advanced Access Control Screen, will be printed on the Audit Trails.

 

 

The Audit Trail keeps record of:

  • Changes that affect the employee information and the amount that will be paid to the employees.
  • Fields or items that were altered, added or deleted, with a description of the change or the code of the employee whose information was changed.
  • The Computer Date and Time when the change occurred.
  • The Operator Number and Audit Name.
  • The field that was changed, with the Before and After values of the field, etc.

 

The Audit Trail information may be printed, or viewed on screen at any time. Therefore there is constant user-interaction as you may select to print or view the changes at any time.

 

The Audit Trail File is cleared when it is printed when performing the Start of a New Period, but it is not cleared when printing it from the Main Menu.

 

How to Access the Audit Trail

  1. Click on Reports.
  2. Click on Print Audit Trail.
  3. The Audit Trail Selection Screen will be displayed.

 

Audit Trail Selection Screen

How to Print the Audit Trail

You may select to print the following:

 

Print Company Recon:

This option prints the Company Reconciliation Report which can also be printed from the Reports Menu. (Real Number 501).

 

Print Audit File:

This option prints the Audit Trail information.

 

Print Transaction List:

This option prints the transactions which were input via Batches. These transactions may also be printed as a Report, e.g. the Transaction Listing Report (Real Number 549).

 

Print Personnel History Transactions:

 

Available for VIP Premier and VIP Classic Payroll.

If you are licenced for the Personnel History Module, the Audit Trail for these transactions will be printed.

 

 

From Employee Number ________

To Employee Number ZZZZZZZZ

Here you may choose all, a range of employees or an individual employee. If you want to view all employees just <Enter>. If you want to view one employee only, enter the employee’s code at the From Employee Number as well as at the To Employee Number.

 

From date of Entry 00000000

To Date of Entry 99999999

With this option you can select to view all changes made on a specific date. You can only view changes that were made since the Audit Trail came into operation. You can only select to print previous periods if the previous periods’ information is still on the Audit Trail.

 

From Operator Name ________

To Operator Name ZZZZZZZZ

The operator’s name depends on what you have specified on your Advanced Access Control Screen as the Audit Trail Name. You can select to view all changes made by a certain operator. The other Audit Logger options can be used in conjunction with this option.

 

From Field Number <?> 0

To Field Number <?> 9999

With this option, you may request to view changes for a specific field. Use the <?> to look up the required code for the field you would like to see on the VIP Data Dictionary Lookup. If you leave these fields blank, all fields where changes have occurred will automatically be selected.

 

Advanced Audit Trail

Available for VIP Premier Payroll.

 

The Advanced Audit Trail is an enhancement to the existing Audit Trail. It records changes to employee information in much more detail because almost every field that is changed on an employee’s record is recorded.

 

There is no user-interaction as you cannot select to print or view changes at any time. There are no new menu options or screen selections for the New Audit Trail. Changes can be observed by using Open Data Base Connectivity (ODBC).

 

Contact the VIP Call Centre for more information about ODBC.

 

Directory-wide changes are recorded, not company-specific changes only. It is therefore advisable to always take a Data Files and Programs Backup when taking a Backup of your system.

 

Four recording options are available for the Advanced Audit Trail, namely:

 

 

Standard:

This option records changes made to all fields relating to employee information, e.g. fixed employee information, payslip information, etc.

There are 3 additional licencing options available. There is a speed implication involved when changes are recorded to these additional licencing options and therefore you can select whether or not you want the system to record changes related to these additional options.

 

Recalculation:

This option records all system recalculations, e.g. the recalculation after changing Methods of Calculations, Earning and Deduction Definitions, as well as a General Recalculation.

 

Activate:

This option records any Global Activation changes.

 

Batch:

This option records any Batch Updates.