Reports - Logs

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Users with the setting Report production can generate different types of logs. Go to Reports, select Log under Category and click Filtering:

 

Below you can find a description of some of the logs you can generate in Ibistic.

 

 

Invoice


Accounting report
The report shows all invoices transferred to the accounting system in a specific period or within a specific document number series.


Forwarded documents - invoice module
This report shows all invoices that have been transferred to the accounting system during the chosen time period or within a specified document number series.

 
Inbound invoices by supplier and channel
Shows a list over which suppliers have sent documents to the different invoice channels and how many documents they have sent in the specified time range.


Invoice header changes
This report shows an entry of the values ​​in the invoice head every time a change has been made to any of these values. To see what has been changed, you have to compare the values ​to a previous entry.

The action "Create" shows the original values ​​the document.

If changes to the values in the invoice head are being saved, it will create an entry with the action "Update" in this report, indicating the date and user who performed the update. To see what has been changed, the values have to be compared to a previous entry ("Create" or "Update"). It may be advantageous to export the report to Excel and filter on invoice number to make it easier to compare the values ​​for multiple entry.

The action "Lock invoice" will appear when the document is archived. This can happen when the document is transferred to the accounting system, deleted or manually handled. Unless the document is rejected, it will be assigned an accounting reference when it is being archived and the action "Set accounting reference" will be added to this report.

 


Invoice operations
The report shows the number of invoice operations performed within the specified period broken down by office and user. The columns with a grey background are accounting functions and are displayed on the far right-hand side.


Invoice operations log
This report shows an overview of all invoice actions performed within the specified time range. It list the date, supplier, invoice number, operation/action performed and the user who performed the action. Below is a description of the different actions for solutions with and without preregistration.

Solutions with preregistration:
A document gets the status "For preregistration" at the moment it is imported or created in Ibistic. The column "Performed by" indicates who has sent the document for preregistration, i.e. created/imported the document. This can be either a user or the system.

During the preregistration, the document will be validated by specific requirements. If it meets these requirements, it will automatically be sent for processing. It will get the status "For processing" and because it is not manually validated, the action will be "Performed by" the same user who sent the document for preregistration. 

If a document does not meet the requirements for preregistration, it will not be send for processing. Only after a manual validation will the document be forwarded and status changed to "For processing" with the field "Performed by" indicating the user who manually validated it.

When a document is transferred to the accounting system, it will get the status "Transferred". In case your solution is set up with automatic transfer, the transfer will occur at the moment the last invoice line is approved and the field "Performed by" will indicate the user who approved this line. If your solution is not set up with automatic transfer or if a document has to be manually transferred for some other reason, it will be the user that performed the transfer that will be listed in the field "Performed by".

A document that is deleted will receive the status "Deleted" with the user that deleted it listed in the field "Performed by".

If a document for some reason should not or can not be transferred to the accounting system, it is possible to process it manually. The document will get the status "Manually processed" and the user that did the processing will be listed in the field "Performed by".

The column "On behalf of" specifies the users who had the authority to perform the action. Usually it will be the same user that is listed in the column "Performed by" unless a user is set up with a deputy, and this user performs the operation on the behalf of the original user.


For solutions without preregistration:
Once a document is imported or created in Ibistic, it gets the status "For processing". The column "Performed by" indicates who created or imported the document. This can be either a user or the system.

When the document is transferred to the accounting system, it will get the status "Transferred" and the column "Performed by" will specify the user who transferred it.

If your solution is set up with automatic transfer, the transfer will occur at the moment the last invoice line is approved, and the column "Performed by" will show the user who approved this line.

A document that is deleted will receive the status "Deleted" with the user that deleted it listed in the field "Performed by".

If a document for some reason should not or can not be transferred to the accounting system, it is possible to process it manually. The document will get the status "Manually processed" and the user that did the processing will be listed in the field "Performed by".

The column "On behalf of" specifies the users who had the authority to perform the action. Usually it will be the same user that is listed in the column "Performed by" unless a user is set up with a deputy, and this user performs the operation on the behalf of the original user.

 

 
Invoicedrop: received invoices
This report gives you a list of the files that have been received in invoicedrop. The list shows when the file was received by invoicedrop, who sent the file and the file name. It also shows the file status, where the status "For OCR" (OCR: Optical Character Recognition) means that the file is still being processed. The column "Processing time" is not updated until the file has been received in Ibistic, and you will therefore need to use the time the file was received by invoicedrop to calculate how long it has been for processing.



Matched invoices
Shows a list of invoices that have been matched with the purchase order. Only useful for companies that have the function for matching with purchase orders.
 

New invoice vouchers
This report shows all invoices which have been created in the system within the specified period. It shows invoices that have arrived from the scanning supplier as well as invoices created manually or received as forwarded by another accounts officer in the same company. Clicking the arrival date in the left-hand column allows you to look up the invoice in question in the online invoice archive. This function also works from the report if it has been exported to MS Excel, but in that case you need to log in with the Invoice lookup (external) role.

 

Transferred invoices
This report shows all invoices which have been transferred to the accounting system within the specified period.

 

 

 

Expense

Accounting report - Travel/expense
The report shows all expense and travel records which have been transferred to the accounting system within a specified time range or document number series. It shows the document and expense number, employee, type of expense, description, total amount, date of transfer to the accounting system as well as amount and document text of each expense line.

 
New credit card transactions
Lists all credit transactions created in a selected time period. The list shows date of creation, transaction date, issuer code and name, card holder, employee code as well as liability.
 

Transferred travel/expenses documents
This report shows all expense and travel documents which have been transferred to the accounting system during a specified time range. It lists document no., type of expenses, employee, expense no., total amount, date of creation and transfer, who transferred the document and the processing time.

 

 

Administration

Authorised amount history
The report shows changes to authorised amounts for units in Ibistic Invoice System, who made the changes and when.


 

Log of deputies
The report shows changes of deputies, when they were enabled/disabled, who performed this action and when.
 

Moved or deactivated offices and users
Shows a list of users that have been created, disabled or moved to another office in the specified period period. The list shows when the update was done, who did it and which office the users were moved to.

 

User name history
The report shows changes to user names in the solution, who made the changes and when.

 

User setting changes
Shows all user settings that have been changed in the selected time range.

 

 

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