> ## Documentation Index
> Fetch the complete documentation index at: https://www.adorabl.info/llms.txt
> Use this file to discover all available pages before exploring further.

# Audit log and record history

> See who changed what on any record, and reconstruct earlier versions of orders and master records.

adorabl keeps a forward-only history of changes to the records your team works with — bills, invoices, sales orders, purchase orders, receipts, fulfillments, customers, suppliers, items, employees, and setup rows. You can read that history in two places:

* **Activity** tab on the record itself — field-level changes for that one record.
* **Audit log** under **Settings → Data & Admin** — every change across the organization, searchable.

Open sales orders, purchase orders, customers, items, and suppliers also record an **action** whenever a material change is saved, with the reason your team chose and a full before-and-after snapshot.

> [!NOTE]
>
> History begins when the audit trail was enabled for your organization. Earlier changes are not backfilled.

## Read a record's Activity

**1. Open the record**

Open any bill, invoice, sales order, purchase order, receipt, fulfillment, customer, supplier, item, or employee.

**2. Open the Activity tab**

**Activity** is always the last tab in the supporting tab strip below the record.

Each entry shows who made the change, when, and which fields changed. Expand an entry to see the previous and new values for material fields such as status, amounts, dates, and terms.

Activity refreshes as soon as you save, so you do not need to reload the page to see your own change.

## Review the organization audit log

**1. Open the Audit log**

1. Open **Settings**.
2. Click **Data & Admin**.
3. Under **Audit & retention**, click **Audit log**.

**2. Filter and search**

Narrow the list by **Date & time**, **Person**, **Record type**, and **Action**, or search for a record number or name.

| Column | Meaning |
| - | - |
| **Date & time** | When the change was saved |
| **Person** | The user who made the change. Automated changes show **System**. |
| **Record type** | Bill, Invoice, Sales order, Customer, Item, and so on |
| **Record** | The record number or name — click to open it |
| **Action** | Created, updated, posted, voided, and similar |
| **Change** | The fields that changed, with previous and new values where material |

## Order, customer, item, and supplier actions

Some records need more than a field log. When you save a material change to an **open sales order**, an **open or partially received purchase order**, or to a **customer**, **item**, or **supplier**, adorabl asks why and records an action.

**1. Make the change**

Edit the record as usual — change a quantity, swap an item, update terms, or correct an address.

**2. Pick a reason**

A bar docks at the bottom of the screen next to **Save changes**. It names what changed (for example, `Added line 2 (TR-JK-L) qty 3`) and offers reason chips matched to that kind of change — **Out of stock**, **Customer add-on**, **Terms change**, and so on. Choose **Other** to type your own reason.

One tap on a chip is enough. Add an optional note when the reason needs context.

**3. Save**

Click **Save changes**. adorabl saves the record and the action together, so the change is never recorded without its reason.

**4. Review the actions tab**

Open **Order actions**, **Customer actions**, **Item actions**, or **Supplier actions** on the record. Each entry leads with what changed, quotes the reason underneath, and expands to show previous → new values — enough to reconstruct the record as it was before the change.

Changes that arrive through imports or connected channels are recorded the same way, with the source (for example, **Import** or the channel sync) shown in place of a typed reason.

> [!NOTE]
>
> Draft saves and notes-only edits do not ask for a reason. Only material changes to open or live records do.

## Example: Trail Ridge Outfitters

A warehouse lead at Trail Ridge Outfitters opens order **SO-8820**, reduces line 1 from 12 to 10 because two daypacks failed QC, taps **Damaged**, and adds the note `warehouse QC`. **Order actions** shows:

* **Could not fulfill** · Line 1 · TR-WS-M · Quantity `12 → 10`
* "Damaged — warehouse QC"

The controller later searches the **Audit log** for `SO-8820` and sees the same change alongside the invoice that posted after shipment.

## Related guides

> **[Organization settings](https://www.adorabl.info/admin-and-settings/organization-settings.md)**
>
> Data & Admin setup hub, users, and retention.

> **[Sales orders & fulfillment](https://www.adorabl.info/commerce/sales-orders-and-fulfillment.md)**
>
> Correcting open orders and the Order actions tab.

> **[Purchase orders & receipts](https://www.adorabl.info/purchasing/purchase-orders-and-receipts.md)**
>
> Amending open purchase orders with a reason.

> **[Customers](https://www.adorabl.info/accounts-receivable/customers.md)**
>
> Customer actions and Activity on master records.

## Troubleshooting

> **Save is not completing on an open order**
>
> Pick a reason in the bar at the bottom of the screen. If you pressed the header **Save** icon first, adorabl scrolls the bar into view and highlights the first chip.

> **Activity shows a name I do not recognize or just System**
>
> Changes made by automation — channel syncs, auto-created invoices, scheduled jobs — show **System**. A user who has left the organization shows their stored name at the time of the change.

> **An older change is missing**
>
> The audit trail is forward-only from the date it was enabled. Records edited before that date show no earlier history.


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