How to Find, Erase & Run An Audit Trail in QuickBooks?

Audit Trail in QuickBooks

QuickBooks Audit Trail is a highly recommended tool that allows you to keep a better track of lost or missing transactions. When dealing with QB related transactions, it serves as a great savior. The feature lets you monitor changes made by other users to your QuickBooks data file. In addition, it gets overloaded when many users operate on the same register, and it is difficult to locate the transactions lost. Today, we will illustrate everything about Audit Trail in QuickBooks in this blog.

What do you Mean by Audit Trail in QuickBooks?

QuickBooks keeps an internal Audit Trail record for tracking all the changes made in the company file in each transaction. It can be very useful for the accountant/bookkeeper to monitor users who made transaction adjustments, and other details such as amounts, etc.

Furthermore, there is lists of features you can avail in this Audit Trial include:

  • Easy to track the user activity and the login time as well
  • You can easily find the old account names that are merged with the new accounts
  • You can track who can access the records and what are the risks are done in the account
  • Identify the transactions that are lost because of accidental deletion or the transaction that enter incorrectly
  • It assists you to locate the transactions that are deleted and causes the discrepancies in the bank reconciliation and opening balances.

How to Find an Audit Trail in QuickBooks?

Follow the steps to find an audit trail in QuickBooks.

  • Initially, open your QuickBooks software
  • Next, go to the Edit menu and then choose the Preferences command
  • Now, select the preferences to command the preferences dialog box that appears
  • After that, you have to give an indication that you wish to alter the preferences for the accounting of the company’s data file
  • For this, you will have to go to the icon bar that is located within the Preferences dialog box at the left corner and then choose the set of preferences for the accounting
  • You have to click Company Preferences
  • Now, give an indication that you re willing to utilize the audit trail
  • You can do this in QuickBooks by simply marking the Use Audit Trial checkbox as selected and then click Ok
  • Once done with that, QuickBooks start keeping the record for all the changes and modifications that are updated by the users
  • You can always customize your reports according to your needs like you can change the fonts, display, and resize, etc.

How to Erase an Audit Trail in QuickBooks?

Here are the steps involves that helps you to erase an Audit Trial in QuickBooks:

Total Time: 35 minutes

Step 1: Start your QuickBooks Software

In the beginning, start your QuickBooks Desktop software and then go to the File menu on the left side of your QuickBooks window.

Step 2: Look for the option Utilities

Next, look for the Utilities from the drop-down list and make a click on the same.

Step 3: Select the options Accordingly

You have to either select the cleanup condensed data option or the company data option. Next, choose this option according to your QB versions that you’re using because in some version clean up data is written as condense data.

Step 4: Select the Range of Date

In this step, you have to select the date range when your audit trial is to be cleared or you can also select the option Delete all transactions.

Step 5: Mark All the Check Box

Using your mouse, you have to tick all the check-boxes that pop up on your instructions screens.

Step 6: Finally, Start the Clean Up Process

In the last step, you have to click on start the cleanup to end this process successfully.

How to Run an Audit Trail in QuickBooks?

In order to run an Audit Trial in your QuickBooks, you have to enable this feature or we can say you need to turn on QuickBooks Audit Trail Feature. To do so, you have to perform the below steps:

  • The very first, go to the Edit menu >> Preferences option
  • Next, you’ll have a ‘Preferences‘ dialogue box pops up
  • Now, specify the changes you wish to make to modification ‘Accounting preferences
  • Use the left corner icon bar and choose the ‘Preferences Accounting Set
  • Click the tab named Company Preferences
  • Call QuickBooks now to let them know that you need to use ‘Audit Trail
  • Check the checkbox for ‘Audit Trail‘, and then press OK to call QB to use the audit trail
  • QuickBooks can maintain a list of the users who make changes to the Accounting file until this is completed.

How to Read the Audit Trail Report in QuickBooks?

Any updates or edits are highlighted in the report in the Bold Italic form. The earliest version will not be highlighted if there are several versions of a transaction, but subsequent versions will highlight each value that varies from the value of the previous version in that field by showing the value in bold italics. If a line item has been added to the transaction, the whole report line is highlighted.

A bold heading describes each transaction. In the following order, the transaction heading information still appears:

  1. Transaction Type (check, deposit, bill payment, etc).
  2. Number of the document paper (if applicable).

In Conclusion!

For this article, this is everything. A great feature that supports and escorts you through unforeseen tough times is the QuickBooks audit trail. You should also realize that using ‘Audit Trail’ will slow QB’s pace down, but still, as you get a ‘permanent record’ of who is doing and what is going on, it is an important feature. In any case, you face any difficulty feel free to make a call at QuickBooks technical support Toll-Free number. You call also drop an email at or do a live chat with dedicated professionals.

Frequently Asked Questions About Audit Trail In QuickBooks

How do I find Audit Trial in QuickBooks Pro, Premier, and Enterprise?

Initially, click the Reports menu within QuickBooks Desktop. Next, select the Accountant and Taxes option. After that, click Audit Trail.

Does Audit Trail Elimination Affect QuickBooks?

Removing the audit trial would have no effect on QuickBooks. It also helps you in managing your data files that lets your QuickBooks program run smoothly.

How do Business owners use the Audit Trail Report on a Regular Basis?

Audit Trail report mainly used by the business owner on a regular basis for two reasons:

As a training tool: It helps you to find where a large number of transactions removed or changed appear within the study.
As a control tool: The owner will search the list of users and transactions processed quickly to make sure that they access only the transactions to which they have been approved.