Table of Contents
The Sales and Purchase Audit Trails
The Sales and Purchase Audit Trail screens look and behave in the same way, so we'll explain them together. Only the navigation and content change:
Sales > General > Audit Trail: you can view and take actions only on sales-related transactions.
Purchase > General > Audit Trail: you can view and take actions only on purchase-related transactions.
Sales and Purchase Audit Trail Tabs
Sales and purchase transactions, their details and associated payments are spread over three tabs:
Transactions
Items
Allocations.
Each tab displays data in the usual grid format.
Transactions Tabs
Below is a view of the Sales and Purchase Audit Trail screens respectively.
Transactions Grid Columns (click to expand)
Transactions Grid Columns (click to expand)
Tran ID: a unique sequential number which identifies a transaction.
Code.: the client code partially generated by the system. Click on it to be redirected to the client's record.
Date: the date the transaction happened.
Tran Ref: The unique sequential counter assigned to each transaction type (two letters + numbers). Your first invoice would be: IN00001. Click here for the transactions letters.
Ext ref: used to identify a transaction based on information outside the accounting system. Example: invoice number, batch ID, order number, import reference etc.
Foreign total: the foreign line item's amount including VAT in the relevant currency.
Foreign VAT: the foreign VAT amount in the relevant currency.
Total: the transaction amount including VAT in the company base currency.
Local VAT: the applicable local VAT rate.
Currency: the currency used for the transaction.
Transactions Tab Buttons
Transactions Tab Buttons
Refresh: refreshes the grid's content
Reverse > Reverse & Repost: a split button allowing you to either reverse, or reverse and repost the selected transaction. In this last case a reposted draft is automatically generated.
Postings: allows you to post a set of sales-related transactions such as: Invoice, Credit Note, Cash Sale, Cash Return, Adjustment Debit and Adjustment Credit.
Show outstanding only: use it to only show transactions not fully or partially allocated.
Items Tabs
Once you select a transaction from the Transactions grid, you can check its line items in the Items tab. The header bar displays a summary of all the basic transaction details, such as 'Business account' (client code), 'Tran ID', 'Date', and so on.
Items Grid Columns
Items Grid Columns
In the grid you'll see each line item's details, such as:
Item Detail: a quick reference or summary of the transaction item.
A/C code: the nominal account code involved in the transaction.
A/C name: the nominal account name involved in the transaction.
VAT: the VAT rate applied to that line item.
VAT Name: the VAT rate name.
Local: the net amount for the line item.
Local VAT: the VAT amount.
Allocations Tabs
Allocations Grid Columns
Allocations Grid Columns
Allocation Date: the date a payment was allocated to the original transaction.
Tran ID: the original transaction ID.
Date: the original transaction date.
Tran Ref: the reference ID of the allocated transaction (receipt, payment or stand-alone allocation).
Ext Ref: reference for external information outside the accounting system.
Foreign: the original transaction amount in foreign currency, if applicable.
Foreign Allocation: the allocated amount in foreign currency, if applicable.
Local: the original transaction amount.
Allocation: the allocated amount in the local currency.
Allocations Tab Buttons
Allocations Tab Buttons
De-allocate: use it to unlink a payment from the sale transaction.
Sales and Purchases Tran Ref Letters
Sales | Purchases |
IN (Invoice) | IN (Invoice) |
CS (Cash Sale) | CP (Cash Purchase) |
CR (Cash Sales Return) | PR (Cash Purchase Return) |
CN (Credit Note) | CN (Credit Note) |
AC (Adjustment Credit) | AC (Adjustment Credit) |
AD (Adjustment Debit) | AD (Adjustment Debit) |
SR (Sales Receipt) | PP (Purchase Payment) |
💡Quick Explainer: The Ext Ref field across all the Transactions screens is central to how Indigo Business groups transactions. It defines which line items are considered related and ensures they’re grouped under the same Tran ID.
Related Articles