Accounts Audit Lines Overview
The Accounts Audit Lines Inquiry function in SapphireOne’s Accounts History Mode enables users to view all Audit Lines within historical transactions. All transactions listed in the Accounts Audit Lines Inquiry screen are posted transactions that have been moved into History by SapphireOne. This screen includes posted transactions from both past and current periods, providing a comprehensive view of the audit lines associated with these transactions. Users can access and review detailed audit information for these transactions, facilitating accurate tracking and analysis of historical data.
Initially, the transactions in the Audit Lines are listed in the order of entry, with the most recently dated Audit Lines at the top. To change the sorting order, simply click on any of the column headings. By re-clicking the column heading, you can switch the selected column from ascending to descending order, or vice versa.
Additionally, you have the ability to rearrange the columns by clicking on a column and dragging it to the left or right. Similar to other List windows, you can customize the displayed information by highlighting and utilizing functions from the Options Menu. This allows you to reorganize and tailor the view according to your preferences, offering flexibility in managing and presenting the information.
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:
- 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.
- 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.
Viewing Individual Audit Lines
From this list, you have the option to View or Look 
a transaction, which will open the corresponding screen and allow you to view historical details for the transaction as seen below.
Details Area
- ID – This field in the Audit Line record refers to the Table ID associated with the specific Audit Line. This ID corresponds to the relevant table, such as Client, Vendor, or General Ledger, to which the Audit Line is linked. It serves as a unique identifier that helps establish the connection between the Audit Line and the corresponding record in the respective table, providing valuable context and reference for auditing and analysis purposes.
- Type – This field in the Audit Line record refers to the type of transaction associated with that particular line. It indicates the category or nature of the transaction, providing information about its purpose or function.
- Post – This field in the Audit Line rexcord refers to the user who posted the transaction’s Audit Line, as well as the date and time when the transaction was posted. It captures the information about the user responsible for the posting action and provides a timestamp for when the transaction was recorded in the system
- Run No – This field in SapphireOne refers to the Run Number of a batch process. In a batch processing system, multiple tasks or transactions are grouped together and processed as a batch. The Run No represents the specific number assigned to a particular batch process process.
- Allocation – This field in SapphireOne refers to the allocated amount and percentage of the transaction. It represents the portion of the transaction that has been allocated to a specific category, account, or recipient.
Tracking Area
- Period – This field in the record refers to the specific accounting period to which the transaction belongs. It represents the time frame in which the transaction is recorded or allocated for accounting and reporting purposes.
- Date In – This field in the record indicates the date when the transaction was created or entered into the system. It serves as a reference for when the transaction was initially recorded or received.ed.
- Due – This field represents the due date of the transaction. It signifies the date by which the payment or action related to the transaction is expected to be completed or fulfilled.
- Int. Ref – This field records for the internal reference number generated by SapphireOne for the transaction. It serves as an internal identifier or tracking number specific to the transaction created within the system,
- Ext. Ref – This field captures the external reference number for the transaction. It is a user-defined reference number or identifier that can be provided by the user to track and link the transaction to external systems, documents, or references.
- Memo – This field is used to record any additional notes or comments associated with the transaction. It provides a space where users can enter relevant information, such as explanations, reminders, or specific instructions related to the transaction.
Currency area
- Local – The fields following this section display the amounts of the transaction in the local currency. These fields represent the value or monetary amount of the transaction in the local currency, providing a perspective on the transaction’s worth in the local currency.
- Amount – This field represents the pre-tax amount of the transaction. It indicates the value or monetary value of the transaction before any tax or withholding is applied..
- Tax – This field displays the amount of tax withheld in the transaction. It refers to the portion of the transaction that is collected or deducted as tax.
- Total -This field represents the total amount of the transaction, including the tax component. It reflects the overall value or monetary value of the transaction, inclusive of any applicable taxes.
- FX – This field refers to the Foreign Currency amount of the transaction. It represents the value or amount of the transaction in a currency other than the base or local currency of the system.
- Amount – This field represents the pre-tax amount of the transaction. It indicates the value or monetary value of the transaction in FX before any tax or withholding is applied..
- Tax – This field displays the amount of tax withheld in the transaction. It refers to the portion of the transaction that is collected or deducted as tax in the FX currency.
- Total -This field represents the total amount of the transaction, including the tax component. It reflects the overall value or monetary value of the transaction, inclusive of any applicable taxes in FX.
General Ledger area
- Account Number – This field indicates the General Ledger account to which the transaction is linked. It provides the specific account identifier within the General Ledger system.
- Name – This field corresponds to the name or description of the General Ledger account linked to the transaction. It provides a clear identification of the account associated with the transaction.
- Amount – This field represents the total amount of the transaction excluding tax. It indicates the value or monetary value of the transaction before any tax or withholding is applied.
- Code – This field in the transaction displays the tax code that has been applied to the respective audit line. This code represents the specific tax category or classification that has been assigned to the audit line within the transaction.
- Tax % – This field signifies the percentage of tax applied to the transaction. It represents the tax rate or tax percentage associated with the transaction.
- Tax – This field represents the total amount of tax calculated for the transaction. It represents the cumulative tax amount applied to the transaction.
- Total – This field represents the overall amount for the transaction, including both the base amount and the tax that has been applied. It reflects the combined value of the transaction, incorporating the original amount plus the corresponding tax amount.d
- Notes – This field displays any additional information or comments that have been entered in relation to the Audit Lines transaction. It serves as a space where users can record relevant notes, explanations, or any other details that provide further context or clarification for the transaction.
Custom Fields area
- Custom Fields – Any custom fields heading that are in the transaction will be displayed in this area. These custom fields provide additional flexibility and allow for the inclusion of specific information or data that is relevant to the transaction but may not be captured by standard fields. The presence of custom fields ensures that you can tailor the transaction to your specific needs and capture any unique or specialized information required for your business processes.
- Setting Up Custom Field Headings – In SapphireOne, there is a custom function called Change Names that allows users to modify or customize field names within the system. For more detailed information about this function and its usage, you can refer to the article titled Change Names. This article provides comprehensive instructions and guidance on utilizing the Change Names function to customize field names according to your specific requirements within SapphireOne.
Footer area
- Sequence – This field displays the unique sequence number generated by SapphireOne for the transaction. This number serves as a distinct identifier for the transaction within the system.
- Amount – This field displays the total amount of the Audit Lines Transaction. It represents the overall monetary value of the transaction, inclusive of any applicable taxes or fees.
- Tax – This field displays the total tax amount associated with the Audit Lines Transaction. It represents the cumulative tax applied to the transaction.
- Total – This field displays the total tax amount of the Audit Lines Transaction. It represents the overall sum of the taxes levied on the transaction.
- Invoice Button – Selecting the Invoice button will open the Invoice on screen, allowing users to view the corresponding invoice associated with the Audit Lines Transaction. This then provides additional information and a comprehensive view of the invoice for further review and analysis.
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Printing
By selecting the 
Print button located on the main toolbar, you have the option to generate a Historical Audit Lines Report dedicated to the selected historical transaction. This report offers a comprehensive overview of the audit lines associated with the transaction, serving as a documented record for reference and documentation purposes. It provides valuable insights and detailed information about the transaction’s audit history, facilitating accurate tracking and analysis of the historical data.