The Audit Trail feature in Gorilla Expense addresses the need for transparency and accountability by providing a comprehensive, time-stamped log of all actions performed within an expense report. From initial submission to final approval, the Audit Trail captures every modification, allowing administrators to review detailed histories at both the report and transaction levels.
Navigating the Audit Trail
To access the audit trail in Gorilla Expense, a registered web user such as an admin must first log in to the application and navigate to the "Analytics" menu on the dashboard and then select the “Query Expense Reports” option.
This action leads the admin to the "Query Employee Expense Reports" screen, where he can input various parameters to filter the expense reports available in the application.
The admin user can enter the desired parameters and click "Execute" to display a filtered list of expense reports.
When the admin user generates a list of expense reports using input filters, they can navigate to a specific "Expense Report Name" and click on it.
This action triggers a screen to appear, presenting the Review Status and Expense Report Summary, along with options such as "Audit Trail" and "PDF Preview" which offers a dynamic, user-friendly view of expense report details in a customizable PDF format.
When the user clicks on the “Audit Trail” link, another tab opens with a header “Expense Report Audit Trail” which gives a brief description about the complete historical context for that particular report. Additionally, each change is logged with a timestamp, making it easy to trace edits, additions, or deletions with precision.
Users can see a clear record of all changes made to an expense report, shown in two parts: one for overall report details and another for each individual expense. This setup helps keep everything transparent and easy to track and view the history of changes made to an expense report.
The expense lines also give a brief idea about the Impersonator who has modifications on the behalf of the user. This dual-layered format ensures complete traceability and accountability throughout the report’s lifecycle.
To support documentation or internal reviews, the Audit Trail report in the Gorilla Expense application can be exported using the floppy disk icon (?) visible in the top toolbar.
- Excel sheet
- PDF format
- Word Document
This ensures that the expense report's modification history can be stored or shared for audit or compliance needs.