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deepti3_1
November 22, 2023
Question

There are some transactions in our QuickBooks online books that have had some edits made by the "system". What does it mean?

  • November 22, 2023
  • 1 reply
  • 0 views
There are some transactions in our QuickBooks online books that have had some edits made by the "system". What does it mean?  I didn't make that edit.

1 reply

K
Kurt_M
November 22, 2023

Hi there.

 

In QuickBooks Online (QBO), there are many reasons why it shows System or System Administration in the User field when utilizing the Audit log option. Usually, these changes are automatically made by QBO and not by other users from your team. We'll list them down to give you insights:

 

  • You change a record, and the change affects another record. For example, if you edit a payment and link it to a different invoice, you may see a System Administration event for a change to the original invoice.
  • You connect a third-party app to QuickBooks. When the third-party app sends data to QuickBooks, or when it makes a change to your existing data, this appears as a System Administration event.
  • You create a recurring transaction, such as a recurring expense. When QuickBooks automatically adds an instance of the transaction to your books, a System Administration event appears in the audit log.
  • You set up other events to happen automatically, even when you’re not signed in. For example, a System Administration event may appear when there's an update to your bank feeds.

 

You can check this article for more details: Use the audit log in QuickBooks Online.

 

Also, we've added these articles to help you review changes made with your transactions, and add more details to your reports inside the program:

 

 

We appreciate you informing us about the changes made inside your company. Please don't hesitate to let us know if you have any additional questions related to QuickBooks. We're here, and we've got your back. Stay safe.

D
deepti3_1Author
November 22, 2023

Ok now, how do I get my transaction back to the original?

R
RoseJillB
November 22, 2023

Welcome back to the Community, deepti3. I know a way to revert the information to the original form in QuickBooks Online (QBO).

 

You can utilize the Audit Log Report to see the original details of the transaction and re-edit them using this. Let’s say you’re referring to an invoice transaction, then we can open that and re-enter the original details based on what has been recorded in the report. 

 

To start, let’s pull up the report by following the steps below:

 

  1. Go to the Gear icon and select Audit Log.
  2. In the report window, filter the Date Changed and Events to narrow down the results.
  3. Locate the transaction you’re referring to, and click View under the History column.
  4. You can take note of the original details from the Audit History or Transaction History.

 

For example, you’re reverting initial information entered to an invoice. Thus, you can make changes by following steps:

 

  1. Go to the Sales menu and select Invoices.
  2. In the Invoices tab, locate the invoice transaction.
  3. Click Edit under the Action column and start making the changes with the information you had from the Audit Log Report.
  4. Tap the Save button to record the amendments. 

 

By utilizing different types of financial reports, you can gain valuable insights into the financial growth of your business. Additionally, I have included a helpful resource that provides comprehensive guidelines on how to customize these reports to your specific needs:

 

 

As always, you can ping me in this forum if you have more questions about managing your business transactions. Assistance is just a few clicks away, and have a good one!

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