By means of the "Data change logging" changes of attributes in master data and financial data can be followed. Not only the change date and user can be seen like in the overviews, the exact changes can be identified as well as the function which led to the change. A special licence liable to cost is necessary to activate the logging for most of the data.
At the moment the logging of the following data is available:
| Type of data | Shortcut for the overview | Licence required |
|---|---|---|
| Companies | GESLOG | Yes |
| Accounts | KTOLOG | Yes |
| Positions | POSLOG | Yes |
| Positions and accounts allocations (up to Release 2017) | POSKTOLOG | Yes |
| Positions and accounts allocations - period (from Release 2017 on) | POSKTOPLOG | Yes |
| Controlling objects | CNTLOG | Yes |
| Check rules | PRFLOG | Yes |
| Check rules / positions | PRFPOSLOG | Yes |
| Users | USELOG | Yes |
| User authorizations | BENMENLOG, BENABRLOG, BENOBJLOG | Yes |
| Startup data | VORLOG | Yes |
| Postings | BUCHLOG | Yes |
| Consolidation postings | KONBUCHLOG | Yes |
| Exchange rates | WKZWKALOG | Yes |
| Company processing controls | VERARBLOG | No |
| Group processing controls | KVERARBLOG | No |
The overviews show the logged data and enable several selections of the main attributes (equivalent to the relevant overview of the master data) and additionally queries of the kind (insert, update, delete) and date of the change. Like this all changes from a special date can be selected or the status of the original table at a special date.
To activate the logging start the application "Control of data change logging" (LOG), enter the relevant name of the table (or chose it from the drop-down list) and chose the action "activate data change logging". This action copies the current status of the specified table in the logging table. When starting the activation no other user should work with the database. After that all changes will be logged in the relevant logging table.
The application LOG also offers functions to deactivate the logging or to reorganize the logging table.
The change logging of the applications VERARB and KVERARB are generally activated.
The application 'master data logging' (KTOLOG) records all changes in the account master file. The allocation of special IDs for the actions activate "A", insert "I", update "U" and delete "D" and the additional coloring ("yellow") of all subsequently changed fields facilitate the complete proof of all changes in the master data of the accounts
Figure: Example changes of account log
Database action: A (activated) Account 11030 already existed before activating the logging (LOG and KTOLOG) and was inserted with database action "A" (activated). After activation of the function this applies to every existing account in the system.
Database action: U (changed) Flag 'U' is always applied, if the account has been changed in any way. Each modification is highlighted yellow making it easy to recognize every change. For example, the account flag B changes to IC flag. This change is a result of the Release conversion 2013.0.
Database action: I (inserted) In the example account 11032 was added after activating the logging, thus obtaining change of database action "I".
Database action: D (deleted) In the example account 11032 was deleted afterwards, thus obtaining change of database action "D".
If the logging for postings in the company data (BUCH) and in the group (KONBUCH) is activated, all changes of these postings are logged. Additionally, it is possible, to lock vouchers so that they are protected against further changes.
To do this relevant functions in the form of a lock symbol are provided in the context menus of BEL and KONBEL as soon as the logging is activated. A voucher only can be locked by a user which does not appear as change user in the postings. If a voucher is locked, the lock symbol is shown in the overview of BEL/KONBEL. No changes can be made in a voucher that is locked. This refers as well to manual changes in BUCH/KONBUCH as to automatic applications or the import. When trying to change locked vouchers a corresponding error message occurs. The lock of a voucher can be undone at any time, the voucher has to be locked again afterwards.
When creating a report, it will be checked, if all vouchers are locked as soon as there is one locked voucher. An error message shows if there are unlocked vouchers.
The change logging of the processing controls in company (VERARB) and group (KVERARB) are generally activated and cannot be deactivated. The overviews VERARBLOG und KVERARBLOG show, which data have been changed by which user and function. This can be helpful when reconstructing an error.
The overviews VERARBLOG und KVERARBLOG can be started by short name. Additionaly, they can be reached via the context menu of the applications VERARB and KVERARB.