HOW-TO

How to keep an audit trail for A/P invoice records in SAP B1

Short answer

Attach the source invoice to every A/P invoice in SAP B1. 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

  • Authorisations
  • Access to change logs depends on the user's authorisations

The SAP B1 way

Where to find it: Tools > Change Log (from an open window)

  1. Open the document or master data window, for example an A/P invoice or the business partner.
  2. Choose Tools > Change Log.
  3. Each row is an instance. Read Instance, Object Code, Updated, Updated On/At, Created, Created On/At and User Name.
  4. Double-click an instance to open its history, then choose Show Differences to see the old and new values.

Limits in SAP B1

  • Updates made by the Personal Data Management Wizard to natural person determination are not recorded. Only manual changes are.

Good to know in SAP B1

  • The log covers many areas, including purchasing documents, business partners, users, authorisations, document numbering, projects and the chart of accounts.
  • Posted A/P invoices and goods receipt POs cannot be deleted. You can change only things that do not affect stock or journal entries, such as due date and payment method. Those changes are tracked and the reprint is titled Amended.
  • You need full authorisation to modify posted A/P documents (Administration > System Initialization > Authorizations > Purchasing).

Words SAP B1 uses

  • Business partner. The master record for a vendor or customer.

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 A/P invoice is created in SAP B1 with the file attached.

Pulsify connects to SAP B1. 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

  • Not checking that you have the authorisations to open the Change Log.
  • Looking in the wrong window, since the log opens from the document or master data record you have open.

More help

Sources

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

Common questions

Where do I see who changed an A/P invoice?

Open the document and choose Tools > Change Log. Double-click an instance, then Show Differences.

What does the change log record?

The user, date and time. Logged objects include purchasing documents.

Does it work for vendor master data too?

Yes. You can open the master data window and choose Tools > Change Log in the same way.

Does Pulsify record approvals?

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

Pulsify setup guides

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