# How to keep an audit trail for supplier invoice records in IFS Cloud

Attach the source invoice to every supplier invoice in IFS Cloud. Record who approved and when, keep reasons for rejections and changes and test the trail on five bills.

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

## The IFS Cloud way

Where to find it: Supplier Invoice history

1. Open the invoice to see its status history and the authoriser.
2. Check the voucher that records the posting.
3. To correct a posted invoice, cancel it. IFS creates a reversing voucher and shows the voucher number, so the original and the fix both stay on record.
4. Open View Vouchers on the Manual Supplier Invoice page to see the voucher for any invoice.
5. For loaded external invoices check the load identity. Every invoice in the batch carries it until the batch is transferred.

## Limits in IFS Cloud

- The IFS docs do not describe one screen that lists every change to an invoice. Ask your partner what change history your install keeps.

## Good to know in IFS Cloud

- Details that do not touch postings, such as payment terms and authorizer, can always be changed. Amount, invoice number and supplier need a cancel and re-entry.

## 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 supplier invoice is created in IFS Cloud with the file attached.

Pulsify connects to IFS Cloud. 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

- Expecting a full field-by-field change log from the status history alone.
- Not checking who the authoriser was before the invoice is posted.

## Common questions

### What history do invoices keep?

Invoices keep a status history and the authoriser.

### What records posting?

Vouchers record posting.

### Does it keep field-level history?

Confirm field-level history with your partner.

### Does Pulsify record approvals?

Yes. Approvals and rejections are recorded with the person and date.

## Sources

- https://docs.ifs.com/ifsclouddocs/23r2/lang/en/SupplierInvoicing/ProcessMainSuppInv.htm
- https://docs.ifs.com/ifsclouddocs/25r2/lang/en/SupplierInvoicing/ActivityEnterSuppInvPost.htm
- https://docs.ifs.com/ifsclouddocs/25r2/SupplierInvoicing/ActivityAutomaticAuthorization.htm
- https://docs.ifs.com/ifsclouddocs/26r1/lang/en/SupplierInvoicing/ProcessExtSuppInvonFile.htm

Source: https://www.pulsify.tech/how-to/keep-an-audit-trail-for-ap-in-ifs-cloud/ (last checked 2026-10-19)