This chapter contains these topics:
The Address Book Master File Audit Log (F0101A)
The Approval Management system (00A)
If the Audit Log does not track the changes to the fields you want, you can use the Approval Management system to track additions, changes and deletions to any of the address book files or fields. Additionally, you can set up criteria for changes that require approval. You decide which information you want to audit. For example, you might want to audit only changes to the Credit Limit field and deletions. When you use Approval Management, the system writes a transaction to a file that you can use for reporting purposes.
The Database Audit Manager (DBAM)
If you do not need to set up approvals, you might consider using the Database Audit Manager to track the changes you make to the address book system. Unlike the Approval Management system, the Database Audit Manager does not generate transactions; it updates files that you can use to print a report.
If you want to track changes (including additions and deletions) to address book, supplier master or customer master records, you can do this by setting the Audit Log File processing option to 1 for each of the respective programs:
Address Book Revisions (P01051)
Supplier Master Information (P01054)
Customer Master Information (P01053)
When you utilize the Address Book Master File Audit Log (F0101A), the system writes a before record of the information prior to the addition or change. Depending on the number of screens you display during the add function, the system writes additional change records.
For example, if you add an address book record using Address Book Revisions, and you display the Category Codes (P010512) and Address Book Control Revisions (P010513) screens, the system writes four records to the audit log: one for the addition to P01051, one for the change (the system automatically preloads a C in the Action Code) to P010512 and P010513, and a fourth for the change to P01051. The system writes this fourth record because it records changes to some of the fields on P010513 in the Address Book Master file (F0101).
The system controls when to print the details on the audit report based on whether you generate a new record or change an existing record. The system uses the value in the Transaction Type field (TRAL) to identify the originating program for the audit log record in the F0101A file. Valid values for TRAL are:
1 = Address Book Revisions (P01051 and P010513)
2 = Category Codes Revisions (P010512)
3 = A/P and A/R Information (P01054, P01053, P0305 and P010513)
The values from the TRAL field also designate on which report the information for that record prints: 1 = R014301, 2 = R014302, and 3 = R014303. Because the system updates this value for audit purposes, you should not modify or remove the value in this field.
From Address Book (G01), choose Reports and Labels
From Periodic Processes (G0121), choose Audit Log
The Address Book Master File Audit Log (F0101A) does not provide the after image of the record you change. To see the resulting after record - to know what was added or changed or deleted - you must run the Print Audit Log program (P01430). Unless you use the Report Selection processing option to bypass printing one of the reports, this program generates three reports:
This report shows changes to following address book files:
Address Book Master (F0101)
Address by Date (F0116)
This report shows changes to category codes from the Address Book Master file (F0101).
This report shows changes to the Supplier Master (F0401) and Customer Master (F0301) files.
Each report also prints audit information such as the user ID and the date and time the change was made. The report is a DREAM Writer so you can limit the report by user ID or by the Date Last Changed (specify the date in the Julian date format).
Because the report provides the after image of the change, which is the record that resides in the current data files, you cannot use a custom report to retrieve information solely from the Audit Log file; you must print the Audit Report to see both the before and after image.
If there are no records selected by the DREAM Writer, the system generates a report with the message 'No Records Selected' as well as a job log. Review the data selection to determine whether the criteria established are valid.
From Address Book (G01), enter 27
From A/B Advanced and Technical Operations (G0131), choose Purge Audit Log
Periodically, you might want to purge the audit log records from the Address Book Master Audit Log file (F0101A) to reduce its size. The Purge Audit Log program uses only Data Selection to determine which records to purge; the program does not have processing options. Use Data Selection, such as Date Last Changed - Julian LT Julian date to select and purge records prior to the date you specify.