5 Features to Look in Audit Trail (Edit Log) Accounting Software

Maintaining books of accounts is the key to seamless operations in the business world. In an effort to make business procedures transparent, the Ministry of Corporate Affairs (MCA), in its latest amendment, has mandated companies that use books of accounts to have the audit trail (edit log) feature.

According to the recent notification, the new audit trail rule inaccounting software will now be implemented from 1st April,2023. This was originally planned for 2021 and but later the effective date was moved to 1st April,2022. Now, it is postponed to 1st April, 2023.

Essentially, the audit trail feature would create an edit log of every change made in the books of accounts with each change's date log. This would enable companies to track all the events such as modification, deletes etc. for every financial transaction, thereby enabling optimum business operation by bringing in transparency and reducing data manipulation. Additionally, the audit trail (edit log) feature shouldn't be disabled.

Here are some of the immediate business impacts and critical features that you should be aware of while choosingaccounting software:

What are some of the immediate impacts of the audit trail feature on companies?

• Ensure that your existing software provides or will provide the audit trail (edit log) facility right from the date when this rule becomes effective.
• Consider switching to different software if the audit trail feature is not available by the deployment date
• Considering that it's an entirely new change, and as a business, you should be well-prepared beforehand, it would be better to get accustomed to the new changes within the application

Audit trail (edit log) features to look for in accounting software

As the deployment of the new feature approaches soon, businesses would have to understand some key features that their accounting software should have to remain compliant with the new audit trail feature. In light of the same, here are some of the key features that your accounting software should have:

• Date stamp

One of the critical features to remain compliant with the audit trail (edit log) feature is having the time and date log within the accounting software. According to the latest amendment, the accounting software should keep records of all the edits being made in the books of accounts and shouldn't be disabled.

• Scope

While the scope of keeping a tab of all the activities done within a transaction is ensuring business transparency, another crucial feature of the accounting software should be able to track and log all changes conducted – right from creation, alteration, to deletion of data within each transaction.

• Edit log feature shouldn't be disabled

To remain compliant with the new rule, it is critical to ensure that the audit trail feature should be enabled all time.

• Technical Log vs. audit log

Don't confuse audit log with software logging. While opting for accounting software, it is critical to note that accounting software should have a separate log. Thus being aware of the changes is crucial in selecting the right accounting software for your business.

• User details

Having insights into user details of each change within an edit log is critical to keep business processes transparent. Thus, ensure that your accounting software can capture user information right from creation to alteration to deletion of data within each financial transaction.

• Versions difference

Another key factor that you should consider while choosing the right accounting software is that it should provide you with user versions. This would help you get a clear picture of all the changes made. Additionally, it should also provide you with version differences that would aid in understanding various elements like modifications or any changes that were made.

• Sequential order

The purpose of theaudit trail ruleis to increase business efficiency. That's why opting for accounting software that provides detailed insight into chronological history by date and time is crucial to increase business efficiency.

Audit trail (edit log) geatures of TallyPrime Edit Log Release 2.1

The latest release 'TallyPrime Edit Log Release 2.1', is enhanced with the edit log feature that caters to the amendment released by the Ministry of Corporate Affairs (MCA). Following are the features of TallyPrime edit log release:

• Track the edits for masters and every transaction
• Capture the date details and username when such changes (edits) are made
• Difference report to show the elements of the version that have been modified
• Reports are enhanced to filter the edited transactions
• Designed to ensure edit log feature will be enabled all the time to meet the MCA guidelines of 'Edit trail cannot be disabled.'