# How to keep an audit trail for supplier invoice records in SYSPRO

Attach the source invoice to every supplier invoice in SYSPRO. 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.

## The SYSPRO way

Where to find it: eSignatures and Supplier Amendment Journal

1. Turn on eSignatures for sensitive actions such as posting an invoice, approving a registered invoice or putting an invoice on hold.
2. Turn on Amendment journals required and review the Supplier Amendment Journal for supplier changes.
3. Print the AP Invoice Journal as the audit trail of documents posted.

## Limits in SYSPRO

- SYSPRO has no field-by-field history on invoices.

## 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 SYSPRO with the file attached.

Pulsify connects to SYSPRO. 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

- Turning on Amendment journals required late, so earlier supplier changes are not logged.
- Relying on the AP Invoice Journal for field-level changes. It lists documents posted.

## Common questions

### Which actions can eSignatures protect?

Sensitive actions such as posting an invoice, approving a registered invoice or putting an invoice on hold.

### How do I see supplier changes?

Turn on Amendment journals required, then review the Supplier Amendment Journal.

### Is there field-by-field history on invoices?

SYSPRO has no field-by-field history on invoices. Print the AP Invoice Journal as the audit trail of documents posted.

### Does Pulsify record approvals?

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

## Sources

- https://help.syspro.com/syspro-8-2026-r1/g_programs/aps/apspin/apspin.htm
- https://help.syspro.com/syspro-8-2026-r1/g_programs/aps/apspsp/apspsp.htm
- https://help.syspro.com/syspro-7-update-1/_apsovr.htm

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