Auditability and traceability
Follow a transaction from the sales order to the ledger, and see who created and changed the documents along the way.
In short
Because AYBN ERP builds each document from the one before it, most questions about a transaction can be answered by following its links. AYBN does not yet keep a formal audit trail of every change in the system; that is upcoming. This page explains what is recorded today.
Lead → Quotation → Sales Order → Delivery → Invoice → Payment → Ledger
How each document links to the next. When an amount in a ledger looks wrong, you can follow these links back to the invoice, the challans it billed and the order behind them.
- 1
Lead
The enquiry, with customer, items, prices, follow-ups and status.
Linked: A lead with priced lines prints as a quotation. It is the same record.
- 2
Quotation
The lead printed as a quotation for the customer.
Not linked: Not linked yet: today a sales order is entered separately, not converted from the quotation.
- 3
Sales Order
What the customer ordered, with the quantity still pending per line.
Linked: Delivery challans are created against the order, and each line’s delivered quantity updates the order.
- 4
Delivery
The delivery challan with items, quantities, stores and batches.
Linked: One invoice can bill one or more challans; the invoice keeps the list of challans it billed.
- 5
Invoice
The sales invoice with tax, place of supply and, when generated, its IRN.
Linked: Receipts are allocated to one or more invoices, and each invoice shows what is still due.
- 6
Payment
The receipt or payment, with its allocations and any advance left over.
Linked: Invoices and payments post their own journal entries automatically.
- 7
Ledger
Journal entries in the customer, sales, tax and bank ledgers.
Linked: GST reports and ITC are built from the same posted documents.
Who created and changed a document
Created by and when
Main documents, including leads, orders, challans, sales and purchase invoices, payments, expenses, journals, returns and stock transfers, record the user who created them and when.
Last changed by and when
Many of these documents also record the user who last changed them and when. Earlier versions of a document are not kept.
Cancelled by and when
Cancelled sales invoices, purchase invoices and delivery challans stay on record, marked cancelled, with who cancelled them and when. Cancellations of purchase invoices, purchase returns and debit notes are also written to the audit log.
Corrections that leave a trail
Cancellation reverses, it does not erase
Cancelling a posted invoice, purchase return, debit note, expense or manual journal reverses its accounting effect and keeps the original on record.
Protected invoices
An invoice with an e-Invoice IRN cannot have its amounts, items, date or customer changed; corrections go through a credit or debit note. Invoices built from challans are protected from edits that would break that link.
Deletion removes the record
Users with delete rights can delete some documents, and a deleted document is gone. Restrict delete rights and prefer cancelling.
From any document to its journal
Journals posted from documents
Sales and purchase invoices, payments, expenses and returns post their own journal entries, so each ledger line comes from a document.
Ledgers, day book and journal register
Review every posting by account, by day or as a register, and open the journal voucher behind a ledger row where the report offers it.
GST from the same books
GST reports and the ITC ledger use the same posted documents, so a GST figure can be traced to its invoices.
e-Invoice and e-Way Bill registers
See which invoices have an IRN or e-Way Bill, with their status.
Auditability features that are coming
These are on the product roadmap. They are not available yet.
- Upcoming
Audit trail
An append-only record of business changes will show who changed what, when, and what it was before.
- Upcoming
Approval history
Approval workflows will record who approved or rejected a document, and when.
- Upcoming
Drill-down from every total
Every report total will open the documents behind it.
Related pages
Sales orders
Orders, partial deliveries and pending quantities.
Accounting
Automatic journals and financial reports.
Access control
Limit who can change and delete records.
Trace a real transaction in a demo
We will follow one order through delivery, invoice, payment and ledger with you.