Use Audit Viewer to review a history of changes made in RFMS. It helps you answer questions like:
- Who updated a record tied to orders, purchasing, job costing, or inventory?
- When did the change happen?
- What did it change from and to (Old Value New Value)?
This report is an audit trail. It does not change data. It only shows what changed.
Where to Find Audit Viewer
Open Audit Viewer from the RFMS menu:
Accounting > Utilities > Audit Viewer
Audit Viewer shows a history of changes made in RFMS. Some changes appear because your company set up auditing in Enterprise Manager (you choose which fields to track). Other changes appear because RFMS records them automatically, even if Enterprise Manager auditing is not configured. Automatic audit records typically come from maintenance or “undo” actions such as unposting, reopening, or running fix/purge routines. Use these records to confirm when a system action occurred and who ran it.
Automatically recorded actions create audit records even if Enterprise Manager auditing is not turned on.
| Area | Automatically recorded action | What it means |
|---|---|---|
| Order Entry | Unpost Providers | Someone reversed an Order Entry posting related to providers. |
| Accounting | Re-Open Journal | A posted journal was reopened so it could be changed and reposted. |
| Accounting | Unpost Commissions | Posted commissions were reversed (unposted). |
| Accounting | Unpost Taxes | Posted taxes were reversed (unposted). |
| Accounting | Sales Utilities > Fix Routines | A fix routine was run to correct or rebuild system data. |
| Accounting | Utilities > Maintenance > Purge Routines | A purge routine was run to remove old data based on purge rules. |
What Each Audit Record Includes
Each row in Audit Viewer represents one change. Use the columns to understand what changed and where it happened.
| Column | What it tells you | How to use it |
|---|---|---|
| Date/Time | When the change occurred | Match it to when the issue started (example: when a balance changed). |
| Change Type | What kind of update occurred | Helps separate edits from system actions (example: maintenance routines). |
| Origin of Change | Who or what made the change | Often shows the user or the process that triggered the update. |
| Record identifier | Which record was affected | May show an invoice number, roll number, item number, or another key value. |
| Old Value / New Value | What changed | Read it as “Old → New” to confirm the before/after value. |
Tip: If Old/New values show single letters or short codes, RFMS may be storing an internal status code. See Common Old/New Value Codes later in this article.
Automatically Recorded Changes
RFMS records some actions automatically, even if Enterprise Manager auditing is not configured. These entries often come from maintenance, fix, purge, or "unpost/reopen" activities.
When you filter in Find Audit Records, use the values below to locate those automatic entries.
| Area | Action (what you did) | Table | Field Name | KeyField1 |
|---|---|---|---|---|
| Order Entry | Unpost Providers | Maintenance | Un-Post Providers | Un-Post Providers |
| Order Entry | Fix Stores | Maintenance | Fix Stores | Fix Stores |
| Order Entry | Item Products Maintenance | Maintenance | FixItemProducts | FixItemProducts |
| Accounting | Re-Open G/L | Maintenance | Re-Open GL | Re-Open GL |
| Accounting | Re-Open Journal | Maintenance | Re-Open Journal | Re-Open Journal |
| Accounting | Purge Journal | Maintenance | Purge Journal | Purge Journal |
| Accounting | Fix NULL Stores | Maintenance | Fix NULL Store | Fix NULL Store |
| Accounting | Un-Install G/L | Maintenance | UnInstall GL | UnInstall GL |
| Accounting | Un-post Commissions | Maintenance | Un-post Commissions | Un-Post Commissions |
| Accounting | Unpost Taxes | Maintenance | Un-Pay Taxes | Un-Pay Taxes |
| Accounting | Fix Order Header | Maintenance | Fix Header | Fix Header |
| Accounting | Fix Order Line | Maintenance | Fix Line | Fix Line |
| Accounting | Fix Receipts | Maintenance | Fix Receipts | Fix Receipts |
| Accounting | Fix Job Cost | Maintenance | Fix Jobcost | Fix Jobcost |
| Accounting | Fix Sales Person | Maintenance | Fix Sales Person | Fix Sales Person |
| Accounting | Fix Sales Budget | Maintenance | Fix Sales Budget | Fix Sales Budget |
| Accounting | Purge Customer Sales | Maintenance | Sales Purge | Sales Purge |
| Accounting | Purge Roll Inventory | Maintenance | Purge Roll Inv. | Purge Roll Inv. |
| Accounting | Purge Accounts Payable | Maintenance | Purge AP | Purge AP |
| Accounting | Purge Item Inventory | Maintenance | Purge Item Inventory | Purge Item Inventory |
| Accounting | Purge Purchase Orders | Maintenance | Purge PO | Purge PO |
| System Wide | User Count exceeded | User Count | User Count Exceeded | User Count Exceeded |
Note: This table lists actions RFMS records automatically. Your system may show additional audit records if Enterprise Manager auditing is set up to track more fields.
Old Value is the value before the change. New Value is the value after the change.
If you see "3" in Old Value and "1" in New Value, the value changed from 3 to 1.
If you see "O" in Old Value and "S" in New Value, the value changed from [O]pen to [S]atisfied. In many cases, letters like these are status codes stored by RFMS.
Common Old/New Value Codes (status changes)
Many questions about Audit Viewer come from letter codes shown in Old Value and New Value. The codes below are common in order line and purchasing activity.
Order Line Status Codes
| Code | Meaning |
|---|---|
| (blank) | None |
| P | Gen PO |
| O | On Order |
| R | Reserved |
| C | Cut |
| J | Job Costed |
Purchase Order Status Codes
| Code | Meaning |
|---|---|
| O | Open |
| S | Satisfied |
If you are not sure what to enter in the search fields, start broad and narrow down:
Tips:
- Filter by a date range first.
- Then add the best identifier you have (order number, invoice number, customer, item, etc.).
- If your search returns too many results, narrow the date range and try again.
- If you are searching by a key field and don't know the full value, try searching using the part you do know (for example, the last digits of an order number).
- Limit the number of records found by entering information in the Find Audit Records option screen.
- By putting a percent sign before or after text in the Key Field 1 field, a fuzzy search can be performed.
The Print button will print a report of the filtered information. This can also be sent to CSV. The report will show a preview screen before printing.
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