# How to keep an audit trail for supplier invoice records in S/4HANA

Attach the source invoice to every supplier invoice in S/4HANA. 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

- Display authorisation

## The S/4HANA way

Where to find it: Supplier/vendor master: Master records > Maintain centrally > Display changes; Display Invoice Document > Goto > Display Change Document

1. For a supplier master change open Display changes and enter the account and company code.
2. See each changed field, who changed it and the old value. Bank details added or deleted show separately.
3. For an invoice open the document and choose Goto > Display Change Document.
4. Program RFKABL00 lists changes across many supplier records.

## 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 S/4HANA with the file attached.

Pulsify connects to S/4HANA. 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

- Checking only the invoice and not the supplier master changes behind it.
- Missing bank details that were added or deleted, because they show separately from changed fields.

## Common questions

### How do I see who changed a supplier's bank details?

Open Display changes under Master records > Maintain centrally and enter the account and company code. You see each changed field, who changed it and the old value. Bank details added or deleted show separately.

### How do I see changes to an invoice?

Open the invoice document and choose Goto > Display Change Document.

### Can I see changes across many suppliers?

Yes. Program RFKABL00 lists changes across many supplier records.

### Does Pulsify record approvals?

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

## Sources

- https://help.sap.com/docs/SAP_S4HANA_ON-PREMISE/3cb1182b4a184bdd93f8d62e3f1f0741/11e9d353ca9f4408e10000000a174cb4.html
- https://help.sap.com/docs/SAP_S4HANA_ON-PREMISE/af9ef57f504840d2b81be8667206d485/7071b6531de6b64ce10000000a174cb4.html

Source: https://www.pulsify.tech/how-to/keep-an-audit-trail-for-ap-in-sap-s4hana/ (last checked 2026-10-19)