Edit Log

Edit Log answers "who entered or changed this, and when?" It shows:

• every voucher and ledger that was Created, Altered, Cancelled or Deleted,
• who did it and when,
• for a change, the value before and after.

Open it from Books ▸ Accounts ▸ Edit Log.

Why it matters for filing

GST law requires this record. CGST Rule 56(8) says entries in your accounts must not be erased or overwritten, and that for accounts kept on a computer, a log of every entry edited or deleted must be kept. That is why the Edit Log cannot be turned off and nothing in it can be changed.

If a GST officer or your accountant asks why a figure changed, the Edit Log shows who changed it, when, and what it was before. Keep your accounts for at least 72 months after the annual return for the year is due (CGST Act, section 36).

What each part of the screen shows

Filters

Filter	What it does
From and To	The days the change was made.
Change	Created, Altered, Cancelled or Deleted.
Record	The kind of voucher or master: Journal, Purchase, Payment / expense / other voucher, Receipt, Ledger, Group, Year Close date.
Who	The person who made the change.

The list

Column	What it shows
When	Date and time of the change.
Who	The person signed in when it was made.
Change	What happened: Created, Altered, Cancelled or Deleted.
Voucher / Ledger	Which voucher or ledger, for example Expense V-13. Click it to open it.

Use Previous and Next to page through. Click a row to open its detail: who and when, and a Before / After table for each field that changed (amount, date, narration, ledger).

From a voucher in the Day Book or a journal, Edit Log opens this screen for that one voucher. Show all changes goes back to the full list.

Export to Excel

Export to Excel downloads every change that matches the filters, for your accountant or an officer.

Cancel and Delete

	Cancel	Delete
In the Day Book and lists	Stays, marked Cancelled, at zero	Gone
Voucher number	Kept	Not reused
In the Edit Log	Yes, with who and when	Yes, with who, when and what it was

Either way, the record is kept here, as the law requires.

What to do when something needs attention

You see	What to do
A change you do not recognise	Open the row to see before and after, then ask the person named in Who.
A voucher was deleted by mistake	Enter it again. The Edit Log keeps what it was, so you can copy the details.
Your accountant asks for the changes in a month	Set From and To, then Export to Excel.
You need to know who moved the Year Close date	Set Record to Year Close date.