Understanding and Using Audit Trails

Every action in your POS is logged with a timestamp, the user who performed it, the action type, and the details. Sales, refunds, voids, price changes, stock adjustments, staff logins, setting changes, customer data access, and approval decisions all create audit entries. This creates a complete, tamper-proof record of everything that happens in your business.

Go to POS > Audit. The log shows entries in reverse chronological order. Filter by date range, user, action type, or branch. Search for specific transaction references or customer names. Each entry is expandable — click to see the full details of what changed, including before and after values for modifications.

Use the audit trail to investigate discrepancies — if the cash drawer is short, filter by cashier and time window to trace every transaction. If a customer disputes a charge, find the exact transaction with the payment details and staff member who processed it. If inventory numbers do not match, trace every stock adjustment, transfer, and sale for the period.

The audit trail supports compliance with GDPR (data access logging), HMRC (digital records), and general business governance. Export the audit log as CSV for your accountant or compliance officer. Audit data is retained for the duration configured in your data retention policy — default is 12 months. Extend this in Settings > Data Retention if your jurisdiction requires longer retention.