How to keep an audit trail for vendor invoice records in Dynamics 365 Finance

An AP audit trail is the record of who received, coded, approved and paid each bill and what was checked. What is segregation of duties?

Before you start

• Auditor or admin role

The Dynamics 365 Finance way

Where to find it: Workflow history, audit policies and document attachments

1. Use Workflow history to see each approval step.
2. Set audit policies for source documents.
3. Attach the original invoice image to the document.

The Pulsify way

1. Forward the invoice to Pulsify. The original file is kept with the bill.
2. Set approval rules by supplier, amount or account. Add steps and a review step if needed.
3. Rejections and approvals are recorded with the person and date. Rejections can carry a reason.
4. On approval, the vendor invoice is created in Dynamics 365 Finance with the file attached.

Pulsify connects to Dynamics 365 Finance. We set up the connection for you.

What Pulsify does not do here

• Pulsify does not replace the record-keeping duties of your business.

Common mistakes

• Relying on workflow history alone when no audit policy is set on the source documents.
• Leaving the original invoice image off the document.

More help

• How to keep an audit trail for AP invoice records in Kinetic
• How to keep an audit trail for supplier invoice records in IFS Cloud
• How to keep an audit trail for voucher records in CloudSuite Industrial
• How to stop paying a vendor invoice twice in Dynamics 365 Finance
• How to set up vendor invoice approval in Dynamics 365 Finance
• How to route vendor invoice records by amount, vendor or project in Dynamics 365 Finance
• All Dynamics 365 Finance how-to guides
• Pulsify setup guides

Sources

Last checked 2026-10-19. Confidence: partial.

• learn.microsoft.com/en-us/dynamics365/finance/general-ledger/tasks/audit-invoices-key-data-ap-system
• learn.microsoft.com/en-us/dynamics365/finance/accounts-payable/vendor-invoice-automation