How to Find the Last Modification or Activity on Any Transaction: Activity Log Guide
The system records actions performed on transactions and records, including additions, modifications, deletions, and other activities, along with the username and the time of each action. This guide explains how to find the last modification or activity performed on a transaction, either from the transaction’s own page or from the account’s general activity log, and what is recorded for each transaction type.
Table of Contents
- Quick Method: From the Transaction Page
- Two Types of Activity Logs
- System Activity Log
- What Is Recorded for Each Transaction?
- Example: Finding the Last Modification to Inventory Requisitions
- Other Ways to Find Who Added or Modified a Record
- Permissions
- Frequently Asked Questions
Quick Method: From the Transaction Page
- Open the transaction, such as an invoice, inventory requisition, or product.
- Click the Activity Log tab (or Timeline in some screens).
- All actions performed on the transaction appear, with the most recent at the top. You can see who performed each action, when it occurred, and what was done.
🛈
Note: If the tab does not appear, either no activities have been recorded for the transaction yet, or you do not have permission to view the activity log.
Two Types of Activity Logs
The level of detail varies depending on the transaction type:
| Detailed Log (Before and After) | Summary Log | |
|---|---|---|
| What it displays | The username, time, and branch, along with every field that changed: old value → new value. | A single sentence describing the action, such as “Ahmed modified inventory issue requisition #12,” along with some basic details (number, client, total, and status), without field-level details. |
| Example | Price: 100 → 120 | Ahmed created invoice 105 for client Mohamed with a total of 1,150… |
| Transactions | Estimates, sales orders, purchase invoices, products, clients, suppliers, journal entries, inventory requisitions, manufacturing orders, assets, employees, leaves, purchase requests and purchase quotations, serial numbers, and shipments. | Sales invoices, credit notes and returns, inventory requisitions, stocktaking, expenses and receipts, POS sessions, work orders, warehouses, and treasuries. |
🛈
Note: Some screens, such as products, clients, and purchase invoices, display both tabs: Activity Log for recent details and Timeline for the older summary log.
System Activity Log
To view all activities in the account or search for a specific activity:
- From the main menu, click Reports, then System Activity Log.
- Use the filters:
- All Actions: Select the action type, such as modifying an inventory requisition or deleting an invoice.
- All Actors: Select the actor.
- Date range: From one date to another.
- Keyword: Search by a transaction number, for example.
- Sorting: Descending (newest first) or Ascending.
- Choose the display mode: View Timeline (grouped by day) or View as Table (date, By, Action, and Amount, with a View button for details).
- Click the transaction number in an activity to open the transaction.
- To quickly view the activities of a specific employee, click Activity Log next to their name in the Employees list.
- On the dashboard, the Recent Activities widget and the View All button open the Unified Activity Log, which combines both log types.
- The log displays 300 activities per page. Hovering over a user’s name displays their IP address.
What Is Recorded for Each Transaction?
| Transaction | Recorded Actions | Log Type |
|---|---|---|
| Sales Invoices | Creation, modification, deletion, sending, printing, previewing, viewing and printing the client copy, adding, modifying and deleting payments, status changes, inventory movements, and conversion from a quotation. Activities for related inventory requisitions also appear in the invoice log. | Summary |
| Quotations / Sales Orders | Creation, modification, deletion, sending, printing, viewing and accepting by the client, and conversion. | Detailed |
| Purchase Invoices | Creation, modification, deletion, and other actions. | Detailed |
| Inventory Requisitions | Creation, modification, warehouse changes, and deletion. | Summary |
| Inventory Requests | Creation, modification, deletion, approval, and rejection. | Detailed |
| Stocktaking / Manual Inventory Operations / Inventory Transfers | Creation, modification, and deletion. | Summary |
| Expenses / Receipts | Creation, modification, and deletion. | Summary |
| Journal Entries | Creation, modification, and deletion. | Detailed |
| Products / Clients / Suppliers | Creation, modification, deletion, and import. | Detailed |
| POS Sessions | Opening, closing, confirming the session, and other actions. | Summary |
| Assets | Actions performed on the asset. | Both detailed and summary |
| Manufacturing Orders / Employees / Leaves | Creation, modification, deletion, and status changes. | Detailed |
🛈
Note: Logs remain available even after the transaction itself is deleted. You can therefore find out who deleted it and when through the System Activity Log.
Example: Finding the Last Modification to Inventory Requisitions
For a Specific Inventory Requisition
- Open Inventory Requisitions, then open the requisition.
- Click the Activity Log tab to view creation, modification, and warehouse-change actions, such as “Ahmed modified inventory issue requisition #12.”
For All Inventory Requisitions
- Open the System Activity Log.
- Under All Actions, select the updated inventory and product settings actions (creation, modification, deletion, or warehouse change).
- Keep the sorting order set to Descending so the first activity is the most recent modification.
🛈
Important: The updated inventory and product settings log is a summary log. It shows who modified the requisition and when, but not which fields changed. Approving or rejecting a requisition is also recorded as a “modification” without specifying the new status. Requisitions created automatically from invoices or purchase invoices appear under the username of the person who saved the invoice, and they also appear in the invoice log.
Other Ways to Find Who Added or Modified a Record
- Many lists include an Added By filter to display records created by a specific user.
- Sort the list by Creation Date to identify the most recently added records.
- On invoices and documents, the document page displays the responsible employee or the employee who added the document.
Permissions
| Permission | Allows |
|---|---|
| View All Activity Logs | View the activities of all users and display System Activity Log in the menu. |
| View His Activity Log | View only the activities of the current user. |
- When branches are enabled, users can view activities only for the branches they are authorized to access.
- Permissions are configured under Roles.
Frequently Asked Questions
How can I find the last modification made to a transaction?
Open the transaction and click the Activity Log tab. The first activity at the top is the most recent action performed on it.
How can I find the value before a modification?
For transactions with detailed logs, each changed field displays its old and new values. In summary logs, such as those for sales invoices and inventory requisitions, the log shows who made the modification and when, along with only some basic values after the modification.
Who deleted this transaction?
Open the System Activity Log, select the deletion action for the relevant transaction type, or search for the transaction number using Keyword.
Why can’t I see the Activity Log?
You need either the View All Activity Logs or View His Activity Log permission.
Are old logs deleted?
No. Activity logs are retained.