Track Invoice Layout Changes: Accessing Audit Trails in SuiteProjects Pro

Maintaining visibility into system changes is crucial for compliance, troubleshooting, and operational transparency. SuiteProjects Pro’s audit trail functionality provides comprehensive tracking of modifications made to your data, including who made changes, when they occurred, and what specific values were altered.

While audit trail information is readily available for most data through standard reports, invoice layout modifications require a different approach. Currently, this audit data is only accessible through CSV export rather than standard reporting. This tip walks you through the process of extracting and interpreting audit trail data for invoice layout changes, giving you complete visibility into these critical modifications.

Steps to Access the Audit Trail for Invoice Layout in SuiteProjects Pro

1. Navigate to:
   Administration > Global Settings in the menu.
2. Go to:
   Account > Integration: Import/Export.
3. Click:
   Export All Data in Text Format.
   This opens up the “Export data as delimited text” page.
   
4. Add all Data:
   At the bottom right corner of the “Available” box, click Add all > to select all the data fields.
5. Select invoice_layout:
   In the Selected box, locate and select invoice_layout.
6. Remove Other Data:
   Click < Remove selected to ensure that only the invoice_layout data is included.
   
7. Click Export:
   After selecting invoice_layout, click Export.
8. Download the File:
   Once the export process is complete, click the Click here link to download the file.
9. Open the .csv File:
   Open the invoice_layout.csv file you just downloaded.
10. Note on the Audit Column:
    In the .csv file, the audit trail information for the invoice layout is displayed in the Audit column.

How to Interpret the Audit Trail

Each row in the Audit column contains information in the following format:

Position	Data Type	Description
1st Value	C or U	C = Created, U = Updated
2nd Value	Timestamp	Exact date and time of the change
3rd Value	User ID	User who made the change (shows actual user, not proxy)
4th Value	API Flag	1 = Made via API, 0 = Made through UI
5th Value	Account DBID	Database ID of the account
6th Value	Change Details.	Specific fields modified and their previous values

Understanding Data Table vs. Report Audit Trails

Important distinction: Audit trails in exported data tables work differently than in reports:

• Audit Column: Contains the old value (before the change)
• Respective Field Column: Contains the new value (after the change)

For example, if an “Invoice Amount” field was updated, the previous amount appears in the Audit column, while the current amount appears in the “Invoice Amount” column.

Why This Matters

This audit trail capability helps you:

• Track compliance: Maintain records of who changed what and when
• Troubleshoot issues: Identify when problems were introduced
• Monitor system usage: Understand how your invoice layouts evolve over time
• Ensure accountability: Create transparency in your approval and modification processes