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How to see who changed a voucher in the Smart Books Audit Trail

Use the Audit Trail to find who posted, changed or deleted a voucher, filter by date, source or voucher number, and export it.

Level: intermediate · Updated 31 Oct 2026

Before you start

What the Audit Trail shows

The Audit Trail is the company-wide record of what happened in Smart Books: vouchers that were posted or changed, changes to accounts and other masters, changes to who has access, and sign-ins. It answers questions such as "Who changed this voucher?" or "When was this person given access?".

Events stay in the live list for about two financial years. After that they are archived, and they are kept for at least eight years. Nothing is deleted early.

Before you start

  • You need the audit.read permission to open the page. Without it you see an "Access denied" message.
  • To download the trail you also need the audit.export permission. Without it the Export CSV button is not shown.

Look through the trail

  1. Open the page. In the menu, open Operations and choose Audit Trail.
  2. Pick a Source. All shows everything. Activity covers work done in the books. Access covers changes to who can do what. Authentication covers sign-ins.
  3. Pick dates. Use From and To to look at a single period.
  4. Filter further. Action takes an action name, for example voucher.update. Search looks through the summary and the record name.
  5. Look at one voucher. Type its number in Voucher no. The line above the table then reads "Showing x of y events for voucher" followed by the number. If nothing is found, check the number and try again.

The line above the table also tells you how many events match. Next to it is a link, Team access log, which takes you to the team access page.

Open an event

Select a row to open Event detail on the right. It has these parts:

  • What happened. The time, the source, the action, how serious it is, the record and a summary.
  • Voucher after this change and Voucher before this change. For voucher edits, you see the voucher as it was and as it is now, so you can compare.
  • Who / from where. The person and the details of the request.
  • Field changes. Each field that changed, with its old and new value.

Close the panel with the close button at the top right.

Export the trail

Select Export CSV to download the events that match your filters, ready to open in a spreadsheet. If there are too many rows, only the newest rows are exported and a message tells you how many. Narrow the date range and export again to get the rest.

If there are no events

The page says "No audit events". Widen the dates, set Source back to All, or clear the Action and Search boxes.

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Steps

  1. In the menu, open Operations and choose Audit Trail. You need the audit.read permission, otherwise you see Access denied.
  2. In Source, pick All, Activity, Access or Authentication.
  3. Fill in From and To to look at one period.
  4. Use Action to filter by action name, or Search to look through the summary and the record name.
  5. Type a voucher number in Voucher no. to see the history of only that voucher. Use the clear button to remove that filter.
  6. Select a row to open Event detail, and see what happened, who did it and what changed.
  7. If you have the audit.export permission, select Export CSV.

Troubleshooting

Still stuck? Contact support or ask in the community.