# How to keep an audit trail for purchase invoice records in Sage 200

Attach the source invoice to every purchase invoice in Sage 200. 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.

## Before you start

- Accounting System Manager access

## The Sage 200 way

Where to find it: Accounting System Manager > Audit Log > View Audit Log

1. Open the audit log for key changes such as supplier bank details.
2. Use the Day Book report in Purchase Ledger > Reports to see who entered a group of transactions.
3. Purchase order authorisation has its own Authorisation audit log.

## Limits in Sage 200

- Audit log covers key areas, not every field.

## 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 purchase invoice is created in Sage 200 with the file attached.

Pulsify connects to Sage 200. 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 the audit log to cover every field.
- Forgetting the separate Authorisation audit log for purchase order authorisation.

## Common questions

### Where is the audit log?

Accounting System Manager > Audit Log > View Audit Log. It shows key changes such as supplier bank details.

### Does it log every field?

No. The audit log covers key areas, not every field.

### How do I see who entered a group of transactions?

Use the Day Book report in Purchase Ledger > Reports. Purchase order authorisation has its own Authorisation audit log.

### Does Pulsify record approvals?

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

## Sources

- http://desktophelp.sage.co.uk/sage200/professional/Content/General/AuditLog.htm
- http://desktophelp.sage.co.uk/sage200/professional/Content/PL/Prepare_Supplier_Account_Reports.htm

Source: https://www.pulsify.tech/how-to/keep-an-audit-trail-for-ap-in-sage-200/ (last checked 2026-10-19)