Audit Lines

Accounts Audit Lines Overview

The Accounts Audit Lines Inquiry function within SapphireOne Accounts History Mode allows the user to view all Audit Lines within all Historical transactions. All Transactions listed within the Accounts Audit Lines Inquiry screen are posted transactions. Once posted SapphireOne moves them into History. The Audit Lines Inquiry screen includes posted transactions from past and current Periods.

These transactions are initially listed in order of entry with the most recently dated Audit Lines at the top. You can change the sort order by simply clicking on any of the column headings. You can also change the selected column by re-clicking the column heading to change it from ascending to descending, or vice versa.

You can also adjust the order of the columns by clicking on the column and dragging to the left or right. Like other List windows, you can re-organise the information displayed by highlighting and using functions from the Options Menu. 

From this list you can View or Look at all transactions to open the below screen and view historical details. By selecting the Print button, a Historical Audit Lines Report will be generated for the selected historical transaction. 

All inquiry screens in SapphireOne offer the option to customise the list of items displayed on the page. This feature, known as Custom Inquiry, allows you to select the data fields to be shown and the order in which the columns of data appear across the screen. Although a client list is used as an example below, any type of inquiry can be customised within SapphireOne.

The list below represents the standard inquiry list, displaying a basic set of data fields for each client record:

Swap to Custom Inquiry

When you select the ‘Swap to Custom Inquiry’ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Screen, as shown below. This Custom List screen provides the user with two main options for organising the data display:

  1. To add or remove the data field columns displayed on the screen, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.
  2. To change the order in which the data field columns are displayed, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.

Once you have customised the Custom Inquiry screen, the screen view will be unique to you, and each time you log in, you will see the same custom view. You also have the option to select and save an unlimited number of custom views. This can be done in the ‘Setup’ screen, as detailed below.

The Inquiry screen below is the initial Custom Inquiry screen, which can be modified by the user.

Custom Inquiry Screen ‘Setup’ Function

To begin setting up your Customised List screen, click the Setup button, as shown above. The Setup screen will appear, as displayed below.


From this screen, users can add and remove data columns as needed. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.

The screen features several menu items across the top, which include:

  • Reset to Default – Clicking this button resets the display to the default settings determined by SapphireOne. When you add a new data field, SapphireOne will place it on the right-hand side of the data columns. You can then click on the field heading and drag it to your desired location on the screen.
  • Show Related Record – This option allows you to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, you can select a related record, and a mini view of that related record for the chosen entry will be displayed for the currently selected record. You will need to select the fields to be displayed.
  • Favourite Set – Located at the top left of the screen, this option enables you to save a custom-created screen for future use. For instance, you can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.

Details Area

  • ID – This refers to the Table ID such as the Client, Vendor, or General Ledger ID that the Audit Line is linked to.
  • Type – This refers to the Type of transaction.
  • Post – This refers to the user that posted the transaction Audit line, as well as the date and time the transaction was posted.
  • Run No – This is the Run Number of the Batch process.
  • Allocation – This refers to the allocated amount and percentage of the transaction.

Tracking Area

  • Period – This refers to the Period of the transaction.
  • Date In – This is the date that the transaction was created.
  • Due – The date the transaction was Due.
  • Int. Ref – This is the internal reference number for the Transaction created by SapphireOne.
  • Ext. Ref – This is the external reference number for the Transaction created by the user.
  • Memo – This references any Memos that may have been entered on the transaction.
  • FX – This refers to the Foreign Currency amount of the transaction.
  • Amount – The amount of the Transaction pre Tax.
  • Tax – The tax withheld in the Transaction.
  • Total – The Total amount of the Transaction including tax.
  • Account Number – The General Ledger account that the transaction is linked to.
  • Name – The Name of the General Ledger account.
  • Amount – The total amount of tax.
  • Tax % – The total percentage of tax.
  • Tax – The total amount of tax.
  • Total – The total tax amount.
  • Notes – This displays any Notes entered that relate to the Audit Lines Transaction.
  • Sequence – The unique sequence number of the transaction generated by SapphireOne.
  • Amount – This is the total amount of the Audit Lines Transaction.
  • Tax – The total tax amount of the Audit Lines Transaction.
  • Total – The total tax amount of the Audit Lines Transaction.
  • Invoice Button – Selecting the Invoice button will bring up the Invoice of the Audit Lines Transaction for viewing. The Invoice screen can be seen below.

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.


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