A Simple Way to Track Changes to Master Records in GP

I’ve been asked throughout my career, and for multiple business systems: “Who made this change to this record?” A recent example I recall is the price level on the customer master card. A sales staff changed their friend’s account to have a bigger discount level.

There are a few ways you can track these changes:

  • Dynamics GP’s activity tracking
  • Rockton’s Auditor
  • Simple SQL script using triggers on the master tables

Dynamics GP’s activity tracking is free and included in with the core Dynamics GP product. The downside is you won’t be able to pick specific fields to track and the log files can become massive.

Rockton’s Auditor is a great program but there’s a cost for the software.

The third solution I’ll present is using triggers within the database tables when an update, insert or delete of a record happens, and it will capture the changes in a log table. This trigger will work for any systems using a SQL database. In this example, I’ll be using Dynamics GP. You’ll need some knowledge of Dynamics GP tables, but as a reference, here are two links that describes the tables: http://dyndeveloper.com/DynModule.aspx and https://victoriayudin.com/gp-tables/

In the example below, I’ll track the changes in the customer master table (RM00101) within Dynamics GP.

The record below is customer id:

The record I’ll change will be the name (it can be for any field) to ‘Ray Wong’

Within the Encoreaudit table, it’ll store the records and changes:

This table can be loaded into a smartlist or excel refreshable report:

Please connect with us and we’d be happy to assist you in setting up this simple audit tracking on the tables and identify the tables affected for a particular field in Dynamics GP.

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