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9.2 Enabling and Using Journal Audit Logging

Purpose: Use this document as a reference for enabling and using Journal Audit Logging

Audience: Finance and Business Office Staff

You must have at least one of these local college managed security roles:

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: NavBar > Navigation > Set Up Financials/Supply Chain > Common Definitions > Audit Logging > Enable Audit Logging

From the Enable Audit Logging search page, select to enable the General Ledger application for audit logging - Select the Application Name list.
Select the General Ledger list item.
Select the Search button.

Use the Enable Audit Logging page to enable events for which you want track via audit log - Select the specific journal events that you would like to track.
Select the Include Archive check box to include archived data in the audit log - Data can be archived using PeopleSoft Data Archive Manager.
Select to enable the journal events for tracking - Select the Create Journal option.
Select to enable the journal events for tracking - Select the Delete Journal option.
Select to enable the journal events for tracking - Select the Post Journal option.
Select to enable the journal events for tracking - Select the Unpost Journal option.
Select the Save button.

Once you have enabled audit logging for General Ledger, the journal events that you have selected will be tracked in the audit log - Navigate to the Journal Entry component to enter a journal and review it in the audit log.

You must have at least one of these local college managed security roles:

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: NavBar > Navigator > General Ledger > Journals > Journal Entry > Create/Update Journal Entries

Create a journal to track through audit logging - Enter the Business Unit, and then Select the Add button.
Accept all defaults and navigate to the Lines page - Select the Lines tab.

Select the Account field.
Enter the desired information into the LOCAL field. Enter a valid value e.g. "1000010".
Select a more concise Journal Entry Template so you can reduce your scrolling - Select the Template List link.

Select the scrollbar.
Select in the Amount field - Enter the desired information into the Amount field. Enter a valid value e.g. "100".
Select the Insert Lines button.

Notice the Journal ID that has been assigned once saved. This is as a result of using the NEXT journal feature - Select the OK button.
Notice the View Audit Logs link that appears once the journal is saved. This link appears only when Audit Logging is enabled and the journal is saved - You can select this link to view the Search Audit Logs page and view the audit trail for the journal, which opens in a modal window.

You decide to delete this journal - Select the Process list.
Select the Delete Journal list item.
Select the Process button.
Select the Yes button.
Select the OK button.
Now that you have added, edited, and deleted a journal entry, you might like to review the audit log - Navigate to the Review Audit Log page.

You must have at least one of these local college managed security roles:

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > Audit Logging > Search Audit Logs

Search for the General Ledger audit log - Select the Application Name list.
Select the General Ledger list item.
Select the Search button.

Select in the Business Unit field. Enter a valid value e.g. "WA220"
You can search the audit log using a wide range of criteria as shown - Select the Journal Process list.
Select the Journal Entry list item.
Select the Search button.
Review your search results in the audit log Search Results section. Note the journal ID and the event codes.
The log shows the deleted journal. Since this was a physical delete, this audit log is the only trace of this journal. (If you had enabled the Logical Delete method, you could view the deleted journal with a status of "D". For all other journals, you can select the View Audit Logs link from the Journal Entry - Lines page to view the audit log.)