Viewing Transaction System Notes
This topic applies to System Notes only. For information about viewing transaction System Notes v2, see Viewing System Notes v2.
To review changes made to an individual transaction, click the System Information and then click the System Notes. System notes store details about each change.
By default, system notes for all transaction fields are listed. Select a field from the Field dropdown list to view changes for one field.
On the System Notes subtab, you can view history related to the transaction, including system logs. System notes list each change made to the transaction, with the following information:
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Date/Time – when each change was made to the transaction. The date and time are shown in the company timezone.
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Set by – the user that made each change.
Some changes are made by the system, for example, fields where values are automatically populated.
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Field – the field where each change was made.
If you are using the Accounting feature, system notes include general ledger impact of changes with an entry of Impact in this column. For information, see General Ledger Tracking in Transaction System Notes.
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Type – the type of each change.
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Old Value/New Value – the data in the field before it was edited and the new information entered for each change.
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Role – the role of the user that made the change (included as of 2017.1 — you must customize the view to see the Role column)
Note the following:
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The setting for Log System Notes on Updates Only at Setup > Company > General Preferences determines whether system notes are generated when a transaction is created. This preference was introduced in 2012.2. By default, it is enabled for new accounts as of that release or later and disabled for accounts that existed before that release. For more information, see Setting General Account Preferences.
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Click the Customize View button to define criteria for filtering system notes or to change the displayed results columns, or both. Clicking this button opens a Saved System Note Search definition page. After you have defined this type of search, you can select it from the View dropdown list for an alternate system notes display. For information about creating this type of search, see Creating Saved Searches for System Notes.
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System notes on the System Information subtab relate to each transaction as a whole. Line-level system notes also are available from History links for individual items, expenses, and journal line items on transactions. For more information, see Line-Level Audit Trail for Transactions.
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To view system notes for multiple transactions, filtered by field values, go to Transactions > Management > View Audit Trail. For more information, see Using the Transaction Audit Trail.