HOW-TO

How to keep an audit trail for bill records in AccountRight

Short answer

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

Last checked

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

  • Administrator role

The AccountRight way

Where to find it: Reports > Index to Reports > Accounts tab > Security and Audit

  1. Go to Reports > Index to Reports > Accounts tab and open Security and Audit. Run the Journal Security Audit report.
  2. Read the lines under each User ID. The report shows transactions that had dates, accounts or amounts changed and transactions that were added, deleted or reversed.
  3. Filter by transaction date to see changes to transactions in a date range, or by session date to see what work was done on a given day.
  4. Run the Company Data Auditor from the Accounts command centre. On the Transaction Review window the Review audit trail changes task checks the review period for changed transactions (not in Basics).
  5. Turn on Transactions CAN'T be Changed; They Must be Reversed in Setup > Preferences > Security. Users then correct a bill with a reversal and not an edit.
  6. Turn on the Purchases preference that warns about duplicate numbers, and type the supplier's number in Supplier Inv No. on each bill.

Good to know in AccountRight

  • The Company Data Auditor's first window also shows the last backup date and the locked period date, which helps when someone asks if the file was backed up before a change.
  • Prepaid transaction and future-dated transaction scans in the same review catch payments dated before the bill and entries dated past today.

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 bill is created in AccountRight with the file attached.

Pulsify connects to MYOB in one click. Approved bills are created in MYOB with the source file attached.

What Pulsify does not do here

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

Common mistakes

  • Leaving the reversal preference off, so transactions can be changed.
  • Trying to run the audit reports without the Administrator role.

More help

Sources

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

Common questions

Which report shows who did what in AccountRight?

Run the Journal Security Audit report from Reports > Index to Reports > Accounts tab > Security and Audit. Filter by transaction date or session date.

How do I find exceptions?

Use the Company Data Auditor for exceptions.

How do I stop transactions being edited?

Turn on Transactions CAN'T be Changed; They Must be Reversed in Setup > Preferences > Security.

Does Pulsify record approvals?

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

Pulsify setup guides

Want this done for you?

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