Accounting Security and Logging

Accounting applications are essential for businesses, minimizing errors and ensuring transparency. Audit trails and logging are no longer optional—they are essential tools that enable accountability by recording financial and operational activities.

What is an Audit Trail?

An audit trail records transactions and events step by step, documenting financial transactions from entry to reporting. Logging captures system events and user actions, tracking who did what, when, and where.

Genesis Accounting Audit Trails and Logging

At Codence, we prioritize accountability by integrating multiple layers of logging and auditing into Genesis Accounting. Users can post and unpost transactions, correct errors, or adjust orders without voiding them. Genesis logs all relevant details to ensure transparency.

Logging Types in Genesis Accounting

Event Log  Example: If a user deletes an old order, the log records who did it and when.

Event Log

Captures information about changes to transactions, deletions, who reviewed certain reports, etc.

Tracks user actions such as:

• Deletions
• Process Types
• Report views
• Inventory updates
• Advance Status (specific to Genesis Transactions)

Custom tracking options are available to suit your organization’s unique workflows.

Deletion Log

Genesis allows deletions of records but catalogs the transactions’ details before it is deleted, who deleted and when. Unposting transactions deletes the original record, but the information remains in the log.

 Records deleted transactions, capturing:

• Date & Timestamp
• Account & Username
• Parent & Child Modules
• Layout, Script Name, Transaction ID
• Module-specific data

Error Log

The error log is essential to assist in troubleshooting errors such as scripts that did not run to completion, user privileges unable to complete a process, etc.

Error logging is essential to manage and mitigate issues that users may encounter while managing their accounting processes. It is also the home of the Genesis Verification Scripting process that tracks any discrepancies in the company’s financial data.

Includes:

• Error Number & Details
• Timestamp, Username & Account Name
• File & Table Names
• Script Name, Transaction & Record IDs

GL Posting Log

All transactions that are posted and unposted to Genesis are captured and logged here.

Logs every posted/unposted transaction with details such as:

• Discrepancy (if applicable)
• Document #
• GL Date
• Contact Code, Contact #, Contact Name
• Descriptions (Genesis & User)
• Account #
• Debit & Credit Amounts
• Source Journal & File
• Control #
• Creator Details
• Transaction ID

Process Lock Log

Ensures referential integrity by temporarily locking processes during data entry, then unlocking and logging them.

Administrator Log

Captures access and scripts run by users, identifying user-based data.

• Creator Details, IP Address, NIC Address
• FileMaker Version, OS System, FileMaker Platform Data
• Script Name
• FileMaker Host Data

Importance of Audit Trails and Logging

Audit trails and logging are more than technical features—they’re foundational tools for improving accountability, fostering trust, and ensuring compliance. Here are some key benefits:

Enhancing Transparency

Provides a clear view of transactions, fostering trust among stakeholders.

Facilitating Compliance

Helps meet regulatory standards like Sarbanes-Oxley (SOX) and others, by maintaining accurate records.

Strengthening Security

Detects unauthorized access and unusual activity, allowing quick responses.

Supporting Audits and Investigations

Streamlines audits by offering verifiable transaction records.

Improving Accountability

Links actions to specific users, promoting adherence to protocols.

Best Practices for Implementation

To fully leverage audit trails and logging, businesses should follow these practices:

• Define Objectives: Identify key activities to monitor.
• Automate Logging: Capture data in real-time to minimize errors.
• Centralize Management: Store logs securely for easy access.
• Ensure Data Integrity: Use encryption and access controls.
• Conduct Reviews: Regularly analyze logs for anomalies.
• Train Employees: Educate staff on logging protocols.
• Retain Records Properly: Align retention policies with regulations.

Challenges and Considerations

Implementing audit trails and logging systems comes with some challenges:

• Data Overload: Filter and prioritize critical events.
• Privacy Concerns: Comply with data privacy regulations.
• Cost: Implementing logging systems can be resource-intensive but beneficial in the long term.

Next Steps

Audit trails and logging ensure accountability, transparency, and compliance while enhancing security and efficiency. Organizations prioritizing these practices position themselves for long-term success in an increasingly regulated business environment.

With Genesis Accounting, businesses gain enhanced workflow management while guaranteeing transparency and security for financial data

Interested in seeing how Genesis Accounting can enhance your business’s financial transparency? Contact us today for a demo.