How to keep an audit trail for payable invoice records in Sage 100 Contractor

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

• Company administrator set-up in the 7-2-2 User List (you do not need to log in with Administrator rights)

The Sage 100 Contractor way

Where to find it: View > Record history / Field history

1. Open any record with a View menu and choose View > Record history.
2. The list shows table, insert/modify/delete, date and time, login ID, computer and application.
3. Click a row for before and after values of each field.
4. The History Details window shows, for each field in the record, the value before and after the change.
5. For one field only, turn on View > Field history, click the field and press F12. The History window lists the ID of each person who changed it, the date, the before and after values and the application where the change started.
6. The application column separates changes made in Sage 100 Contractor from changes made in Database Administration or SQL Server Management Studio, which helps when you need to spot edits made outside the normal screens.

Limits in Sage 100 Contractor

• Filter long lists by table, user or application.
• History is kept for 180 days by default. The retention policy is set per company in Database Administration, so lengthen it if your auditors need a longer trail.
• The history options turn off when you close the window or move to another record. With Field history on you cannot edit the record.
• History is viewed record by record. The help describes no single report that lists every change across all payable invoices.

Good to know in Sage 100 Contractor

• The insert, modify and delete flag on each row lets you see whether a record was created, changed or removed, which is useful when you are checking for deleted payable invoices.
• Retention is a separate trail. When you create a payable invoice the program withholds retention at the subcontract rate and expenses the full gross amount, so the history shows both the gross invoice and any later retention release.

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 payable invoice is created in Sage 100 Contractor with the file attached.

Pulsify connects to Sage 100 Contractor. 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

• Looking for history on a window that has no View menu.
• Scrolling a long list instead of filtering by table, user or application.

More help

• How to keep an audit trail for invoice records in Sage 300 CRE
• How to set up payable invoice approval in Sage 100 Contractor
• All Sage 100 Contractor how-to guides
• Pulsify setup guides

Sources

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

• help-sage100contractor.na.sage.com/Sage100Contractor/US/25_1/Content/Appendices/A-Sage100ContractorFeatures/ViewingChangeHistoryInRecords_Fields.htm
• help-sage100contractor.na.sage.com/Sage100Contractor/US/25_1/Content/Modules/4-Accounts_Payable/About_accounts_payable_retention.htm