Auditor: Setting Up & Viewing Related Audits

Written By Kris Berger, QA
Development Lead at Rockton Software

In July of 2012, a new functionality was added to Auditor by Rockton Software, users now have the ability to create and view related audit information from basically any window in Microsoft Dynamics GP.  This means, you can not only view your detailed audit information through SmartList, as you always have done in Auditor, but you can also open virtually any window and view all related audit information for that specific window through the View Related Audits window.  With just a little setup, you can have all the information you want at your fingertips.

The following is a step by step example of how to enter this setup information in Auditor by Rockton Software, so that you can view Checkbook audits from the Checkbook Maintenance window.  This example can be used as a guide when setting up your own audits for viewing in other areas of Microsoft Dynamics GP.

Setting Up an Audit Group
In order to have audit data to view, it is necessary to first set up an Audit Group to log changes to Checkbook data. An Audit Group defines which form or table that we want to be audited when data is changed. In this example, we want to audit changes to the data in the Checkbook Master table. We will use a SQL table audit to do this.

1. In Microsoft Dynamics GP, click the Auditor toolbar icon ( ). Then, choose Audit Group.s
2. In the Group Maintenance Window, enter BANKING as the Group ID and Group Description.
3. Click the Add Audit button ( ) and choose SQL Table Audit from the drop-list.
4. Since we want to create an audit on the Checkbook Master, type CM00100 in the Search field, and then choose either the Enter or tab key.
5. From the results, highlight the CM00100 for the two database and then click the Select button.
6. In the Auditor SQL Table Maintenance Window, we need to setup what options and fields we want to audit and receive audit results on. Mark the following three tracking options: Track Adds, Track Deletes, and Track Changes.
7. From the Field Names, mark the Audit column checkboxes for the following field names: DSCRIPTN, BANKID, CURNCYID, ACTINDEX, NXTCHNUM, Next_Deposit_Number. 
8. Click OK to save those changes.
9. Back on the Group Maintenance window, click Save. Then close the Group Maintenance window.

Setting Up a Related Audit
Now, set up a Related Audit so that the audit information captured by the Audit Group defined above can be viewed directly from the Checkbook Maintenance window based on rules that you assign.

1. Go to Cards > Financial > Checkbook
2. On the Checkbook Maintenance window, go to Additional > View Related Audits.
3. In the View Related Audits window, click the Rules button.
4. In the Related Audit Rules list, highlight Window 'Checkbook Maintenance' and click the Add Rule button ( ) to create a new rule for this window.
5. In the Rule Setup window, click the Add Window Field Relationship button ( ) to open the Window Field Relationship Setup window.
6. In the Window Field, type or select Checkbook ID.
7. From the Field List, type CHECKBOOK ID and then tab. Choose Yes when prompted to create the  Field List.

Setting Up a Field List

Next is to setup a Field List for your audits.  The Field List defines what variations exist for a field name across the system. For instance, the same field can be named one thing on a window and something entirely different in the physical table on the database. This is what the system will try to match in order to show audits on the View Related Audits window.

1. In the Field List Setup window, type CHEKBKID int he New Field Name box and then click the top Insert.
2. Type Checkbook ID in the New Field Name box and click this same Insert button again. You will now have two Field Name Variations appearing in the Field List.
3. Click Save to close the Field List Setup window.
4. Click OK to close the Window Field Relationship Setup window.
5. Click Save to close the Rule Setup window.
6. You will now see the Rule that you have created on the Related Audit Rules Setup window.
7. Click OK to close the Related Audit Rules Setup window.
8. Finally, click OK to close the View Related Audits window.

Testing the Audit and Viewing Results
Once the setup information is complete, you can now test and verify that the audit information is working correctly by making changes to one of the fields that you have chosen to audit from within the Audit Group created earlier:

1. Go to Cards > Financial > Checkbook. Select an existing Checkbook from the lookup.
2. In the Description field, enter a new description such as TEST, and then click the Save button. This action should have been saved to the Audit Log.
3. Select that same Checkbook ID again.
4. Go to Additional ? View Related Audits. You should now see that the audit that was logged in step is listed on the View Related Audits window.

Want to learn more? View a Rockton Software Auditor Demo!