Using the Activity Audit Feature

Using the Activity Audit feature

The Activity Audit feature is used to track the following events:

Creation, modification, and cancellation of an order.
Changes made to pay details and invoice details.
Changes made to a billing rate schedule or pay rate schedule.

Note: Billing rate and pay rate changes are accessible only from TMWSuite's Rate Schedules application. Billing rate changes are shown in the Edit Billing Rate Schedules Folder and pay rate changes are shown Edit Pay Rate Schedules Folder.

Creation and modification of a pay header.

Note: Pay header changes are accessible only from TMWSuite's Final Settlements Folder.

Change events are logged to the expedite_audit table, which is also known as the fingerprint audit table. The Activity Audit feature is functional in TMWSuite, Fuel Dispatch, and TMW Operations.

Note:The Activity Audit feature tracks specific types of change events. If you need to audit other kinds of events, the TMW Audit module allows you to set up a user-defined list of events. For details, see the TMW Audit System guide.

Activating the Activity Audit feature

FingerPrintAudit

Excluding check call logs from the Activity Audit report

LogckTransferswithFPAudit

Accessing change logs data

In TMWSuite

In Fuel Dispatch

In TMW Operations

Comparison of audit features in TMW applications

Events that are tracked

Viewing tracked changes in TMWSuite

Viewing the activities for an order in TMWSuite

Limiting displayed activities

Viewing detailed information

Viewing changes made to a rate schedule

Tracking creation and modification of a pay header

Activating the Activity Audit feature

Because it could slow system performance, the Activity Audit feature is disabled by default. You enable it using the FingerprintAudit General Info Table setting.

FingerPrintAudit
Applies to / TMWSuite: 2003 and later; Fuel Dispatch; Inventory Services; Forecaster; TMW Operations
Description / Determines whether the Activity Audit feature is enabled. The Activity Audit feature allows you to view a list of the changes to:

An order
Invoice details
An invoice header
Pay details associated with a trip
A pay header
A billing rate or pay rate schedule

Changes are logged to the expedite_audit table, which also is known as the fingerprint audit table.
String1 /

N (default)

The Activity Audit feature is disabled.

The Activity Audit feature is enabled.
Notes:

Only changes made while the feature is enabled will be tracked.
When you use this option, changes can be viewed in these applications:

TMWSuite
Changes are listed in the Load Activities window. The window is available in Order Entry, the Dispatch Trip Folder, Rate Schedules, Invoicing, and Settlements. You access it by selecting Reports > Activity Audit. The command is accessible only when the feature is enabled.
Fuel Dispatch

You view changes tracked by the Activity Audit feature in the Audit Log section of the Order Audit Log window. The window is available in Call On Demand Order Entry. You access it by selecting Dispatch > Audit Log. The window is always available, but the Audit Log section is populated only when the feature is enabled.
You cannot view changes to a billing rate or pay rate in Fuel Dispatch.

TMW Operations

Changes are listed on the Activity Audit tab, available in Order Maintenance and the Trip Folder. The tab is always available in the Trip Folder, but changes are shown only when the feature is enabled. The tab is not shown in Order Maintenance when the feature is disabled.
You cannot view changes to a billing rate or pay rate in TMW Operations.

Notes:

If you prefer to track only changes to invoice details instead of all of the changes tracked by the Activity Audit feature, you can use the Invoice Detail Audit feature. The feature is activated by the InvoiceDetailAudit General Info Table key. For more information, see Tracking changes with the Invoice Detail Audit Report in the Invoicing guide's "Running Invoicing reports" chapter.
To track changes to trip-related pay details, you can use the Paydetail Audit Report. The feature is activated by the AuditPay General Info Table key. For more information, see Tracking changes with the Paydetail Audit Report in the Trip Settlements guide's "Adding, modifying, deleting, or auditing pay details fora trip" chapter.

Excluding check call logs from the Activity Audit report

Because of the frequency and number of check calls, tracking them can slow system performance. To improve performance, you can use the LogchkTransferswithFPAudit General Info Table setting to prevent the logging of check call records.

Note: Check call information includes all records that were entered manually or received from TotalMail.

LogckTransferswithFPAudit
Applies to / TMWSuite: 2003 and later; TMW Operations
Description / Determines whether check calls will be logged in the expedite_audit table, also known as the fingerprint audit table.
String1 /

Y (default)

Check calls will be tracked by the Activity Audit feature.

Check calls will not be tracked by the Activity Audit feature.
Additional Notes / The Activity Audit feature allows you to view a list of an order's activities in the Load Activities window. The window is accessible in Order Entry, the Dispatch Trip Folder, the Invoicing application, and the Trip Settlements Folder. To use the Activity Audit feature, you must enter Y in the FingerPrintAudit General Info Table key's String1 field.

Accessing change logs data

The changes logged by the Activity Audit feature are viewed in different places, depending on which application you are using.

In TMWSuite

The Load Activity window allows you to view changes to:

Orders

You can see order-related changes in Order Entry, the Dispatch Trip Folder, Invoicing, and the Trip Settlement Folder.

Rateschedules

You can view changes in the Billing Rate Schedules Folder and the Pay Rate Schedules Folder.

Payheaders

Pay header changes are visible in the Final Settlements Folder.

To access the Load Activities window, select Reports >Activity Audit or use the CTRL + F1 keyboard shortcut.

The window is not resizable; however, you can change column widths. Use the scroll bars to move additional data into view.

As of TMWSuite: 2015.14_07.0200, the Ord Ref Num column is included.

In Fuel Dispatch

You view changes to an order in the Audit Log section of the Order Audit Log window. You can access it in Call On Demand Order Entry by selecting Dispatch > Audit Log.

If columns are too narrow to display all the data they contain, hold your pointer over the field to view the entire content.

Note: You cannot view changes made to an order header, a pay header, a billing rate, or a pay rate in Fuel Dispatch.

In TMW Operations

You view changes to an order on the Activity Audit tab. The tab is available in Order Maintenance and the Trip Folder.

If columns are too narrow to display all the data they contain, hold your pointer over the field to view the entire content.

Note: You cannot view changes made to an order header, a pay header, a billing rate, or a pay rate in TMW Operations.

Note: If you create orders in TMW's CRMRight add-on module, you can view changes to those orders in TMWSuite or TMW Operations. If you create rates as quotes in CRMRight, you can view changes to them in TMWSuite. For more information about CRMRight, see the CRMRight documentation.

Comparison of audit features in TMW applications

Regardless of which application you are using, the data that is tracked is the same. However, where the data appears in the windows available in the various systems is not the same.

Activity Audit Data / Window column names
TMWSuite
Load Activities / Fuel Dispatch
Order Audit Log / TMW Operations
Activity Audit tab
ID of the record / Shown in the window title / Shown in the window header / OrderNumber
The event that caused the change / Activity / Activity / Activity
The primary table in the database affected by the change / Additional Info Table / Not displayed / JoinToTable
Name
The date/time the change occurred / Date / Updated Time / UpdateDate
The system-assigned ID used to track the change. / Key / Not displayed / KeyValue
The trip segment affected by the change
Note: A trip segment is the portion of a movement that is executed by the same driver and tractor. / LegHeader# / Update Note / LegNumber
The system-assigned ID of the movement
Note: A movement is the record of all of the activities performed by the resources (driver, tractor, trailer, carrier) assigned to execute a trip. / Move # / Update Note / MoveNumber
Detailed information about the event
For example, the creation of the order, or the insertion of invoice details. / Notes / Update Note / Updated Note
ID of the user who made the change / User / Updated By / UpdateBy

Events that are tracked

The following table lists the events that are tracked and the applications in which they take place. While all of the listed events are recorded in the expedite_audit table, some of them are recorded in other tables as well.

Note: Information about activities affecting other tables is based on what is shown in TMWSuite's Load Activities window's Additional Info Table column and the Activity Audit tab in TMW Operations.

Description of the activity recorded / Applications in which the
activity occurred / Other tables affected
Arrive at shipper / TMWSuite

Dispatch

Fuel Dispatch

Call On Demand Order Entry

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

Arrive at consignee / TMWSuite

Dispatch

Fuel Dispatch

Call On Demand Order Entry

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

Depart shipper / TMWSuite

Dispatch

Fuel Dispatch

Call On Demand Order Entry

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

Depart consignee / TMWSuite

Dispatch

Fuel Dispatch

Call On Demand Order Entry

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

Scheduled Pickup date/time is modified
Note: The scheduled pickup time is recorded in these fields for an unactualized stop:
TMWSuite

In Order Entry, the Sched Arrival field in the Stop Detail grid's pickup row.
In the Dispatch Trip Folder, the Arrival Date field in the Stop Detail grid's pickup row.
In the Dispatch Planning Worksheet, the Start Dt/Tm, Next PUP Date, and Next PUP Latest fields in the Available Trips grid.

Fuel Dispatch

In Call On Demand Order Entry, the StopEstimatedArrivalDatefield in the Stops grid.

/ TMWSuite

Order Entry
Dispatch

Fuel Dispatch

Call On Demand Order Entry

TMW Operations

Order Maintenance
Trip Folder

Scheduled Drop date/time is modified
Notes:

The activity is shown as ETA_CONS.
The scheduled drop time is recorded in these fields for an unactualized stop:

TMWSuite

In Order Entry, the Sched Arrival field in the Stop Detail grid's drop row
In the Dispatch Trip Folder, the Arrival Date field in the Stop Detail grid's drop row
In the Dispatch Planning Worksheet, the Start Dt/Tm, Next PUP Date, and Next PUP Latest fields in the Available Trips grid.

Fuel Dispatch

In Call On Demand Order Entry, the StopEstimatedDepartureDatefield in the Stops grid.

/ TMWSuite

Order Entry
Dispatch

Fuel Dispatch

Call On Demand Order Entry

TMW Operations

Order Maintenance
Trip Folder

Stop ETA date changed / TMWSuite

Dispatch

Fuel Dispatch

Call On Demand Order Entry

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

Stop ETD date changed / TMWSuite

Dispatch

Fuel Dispatch

Call On Demand Order Entry

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

Order clears customs
Note: This happens when the BCST-Billable Customs Stop or NBCST-NonBillable Customs Stop event is completed. / TMWSuite

Dispatch

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

Order Priority is changed / TMWSuite

Order Entry
Dispatch

Fuel Dispatch

Call On Demand Order Entry

TMW Operations

Order Maintenance
Trip Folder

Booking terminal is changed / TMWSuite

Dispatch

TMW Operations

Planning Worksheet

Executing terminal is changed / TMWSuite

Dispatch

TMW Operations

Planning Worksheet

Order is viewed, no changes are made / TMWSuite

Dispatch

Forecast update
Note: The FuelTMS Forecaster module creates orders for stores that are managed through the FuelTMS Inventory Services module. The Forecaster may change an order by:

Changing the delivery date
Changing the quantity

/ Fuel TMS

Forecaster module

Forecasted order locked
Note: The FuelTMS Forecaster module creates orders for stores that are managed through the FuelTMS Inventory Services module. A user may change an order by:

Locking the quantity
Locking the delivery date
Locking both the quantity and delivery date

/ Fuel Dispatch

Forecast Order Review

Order is locked by the Fuel TMS Forecaster module / Fuel TMS

Forecaster module

Check call is recorded
Note: Check calls can be excluded from Activity Audit tracking using the LogchkTransferswithFPAuditGeneral Info Table key. / TMWSuite

Dispatch

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

/ checkcall
Invoice detail is created / TMWSuite

Order Entry
Dispatch
Invoicing

TMW Operations

Order Maintenance
Trip Folder

/ invoicedetail
audit
Invoice detail is changed / TMWSuite

Order Entry
Dispatch
Invoicing

TMW Operations

Order Maintenance
Trip Folder

/ invoicedetail
audit
Invoice detail is deleted / TMWSuite

Order Entry
Dispatch
Invoicing

TMW Operations

Order Maintenance
Trip Folder

/ invoicedetail
audit
Invoice detail updated in regard to:

Amount
Charge type

/ TMWSuite

Order Entry
Dispatch
Invoicing

TMW Operations

Order Maintenance
Trip Folder

/ invoicedetail
audit
Invoice is created / TMWSuite

Invoicing

/ invoiceheader
Invoice header updated in regard to:

Status
Total Charges
Bill To
Ship Date
Bill Date
Total Weight
Total Miles
Total Pieces

/ TMWSuite

Invoicing

/ invoiceheader
Trailer is assigned to the order / TMWSuite

Order Entry
Dispatch

Fuel Dispatch

Call On Demand Order Entry
Card Planner
Planning Worksheet

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

/ legheader
Carrier is assigned to the order / TMWSuite

Order Entry
Dispatch

Fuel Dispatch

Call On Demand Order Entry
Card Planner
Planning Worksheet

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

/ legheader
Trailer assigned to the order is changed
Note: A change can be the assignment of another trailer or removal of the current trailer with no replacement assignment made. / TMWSuite

Order Entry
Dispatch

Fuel Dispatch

Call On Demand Order Entry
Card Planner
Planning Worksheet

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

/ legheader
Carrier assigned to the order is changed
Note: A change can be the assignment of another carrier or removal of the current carrier with no replacement assignment made. / TMWSuite

Order Entry
Dispatch

Fuel Dispatch

Call On Demand Order Entry
Card Planner
Planning Worksheet

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

/ legheader
An order note is added, updated, or deleted / TMWSuite

Order Entry
Dispatch

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

/ notes
Order is created / TMWSuite

Order Entry
Dispatch

Fuel Dispatch

Call On Demand Order Entry
Fuel TMS Forecaster module

TMW Operations

Order Maintenance
Trip Folder

CRMRight / orderheader
Order is cancelled / TMWSuite

Order Entry
Dispatch

Fuel Dispatch

Call On Demand Order Entry

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

/ orderheader
Order status is changed / TMWSuite

Order Entry
Dispatch

Fuel Dispatch

Call On Demand Order Entry

TMW Operations

Order Maintenance
Trip Folder

/ orderheader
Driver assigned to order / TMWSuite

Order Entry
Dispatch

Fuel Dispatch

Call On Demand Order Entry
Card Planner
Planning Worksheet

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

/ orderheader
Driver assigned to order is changed
Note: A change can be the assignment of another driver or removal of the current driver with no replacement assignment made. / TMWSuite

Order Entry
Dispatch

Fuel Dispatch

Call On Demand Order Entry
Card Planner
Planning Worksheet

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

/ orderheader
Tractor assigned to order / TMWSuite

Order Entry
Dispatch

Fuel Dispatch

Call On Demand Order Entry
Card Planner
Planning Worksheet

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

/ orderheader
Tractor assigned to order is changed
Note: A change can be the assignment of another tractor or removal of the current tractor with no replacement assignment made. / TMWSuite

Order Entry
Dispatch

Fuel Dispatch

Call On Demand Order Entry
Card Planner
Planning Worksheet

TMW Operations

Order Maintenance
Trip Folder
Planning Worksheet

/ orderheader
Order is pre-rated
Notes:

The fact that the order has been pre-rated (a change in the OrdRevenuePay value from 0.00 to a value greater than 0.00) is recorded in the orderheader table.
In addition to entries in the expedite_audit table, invoice details created by pre-rating an order are also logged in the invoicedetailaudit table.

/ TMWSuite

Order Entry
Dispatch

TMW Operations

Order Maintenance
Trip Folder

/ orderheader
Pay detail for a trip is created / TMWSuite

Order Entry
Dispatch
Invoicing
Settlements
Fuel Import interface

TMW Operations

Order Maintenance
Trip Folder

/ paydetailaudit
Pay detail for a trip is changed / TMWSuite

Order Entry
Dispatch
Invoicing
Settlements
Fuel Import Interface

TMW Operations

Order Maintenance
Trip Folder

/ paydetailaudit
Pay detail is deleted / TMWSuite

Order Entry
Dispatch
Invoicing
Settlements

TMW Operations

Order Maintenance
Trip Folder

/ paydetailaudit
Pay header is created / TMWSuite

Final Settlements

/ payheader
Pay header is updated in regard to:

Total Earnings
Total Expenses (deductions)
Total Reimbursement
Status

/ TMWSuite

Final Settlements

/ payheader
Pay detail is updated in regard to:

Work period
Pay period

/ TMWSuite

Final Settlements

/ payheader
Shipper/Consignee ID changed. / TMWSuite

Order Entry
Dispatch

Fuel Dispatch

Call On Demand Order Entry
Card Planner*
Planning Worksheet*

* The shipper can be changed using the Mass Update Shipper/Supplier feature.
TMW Operations

Order Maintenance
Trip Folder

/ stops
Arrival date changed / TMWSuite

Order Entry
Dispatch

Fuel Dispatch

Call On Demand Order Entry

TMW Operations

Order Maintenance
Trip Folder

/ stops
Departure date changed / TMWSuite

Order Entry
Dispatch

Fuel Dispatch

Call On Demand Order Entry

TMW Operations

Order Maintenance
Trip Folder

/ stops
Changes made in a billing rate header
Note: The creation of a new rate is not recorded. / TMWSuite

Billing Rate Schedules Folder

/ tariffheader
Changes made in a pay rate header
Note: The creation of a new rate is not recorded. / TMWSuite

Edit Settlement Rate Schedule Folder

/ tariffheader
Change to a row or column heading in a billing rate table / TMWSuite

Billing Rate Schedules Folder

/ tariffkey
Row or column in a billing rate table is added or deleted / TMWSuite

Billing Rate Schedules Folder

/ tariffkey
Change to a per unit rate amount in a billing rate table / TMWSuite

Billing Rate Schedules Folder

/ tariffkey
Changes made to an existing rate index
Note: The addition or deletion of an index is not recorded. / TMWSuite

Billing Rate Schedules Folder
Edit Settlement Rate Schedule Folder

/ tariffkey
Changes to the per unit rate amount in a pay rate table are recorded.
Note: The addition or deletion of a row or column is not recorded. In addition, the system does not record the changing of a row heading or column heading in a rate table. For example, if a rate table is defined by Origin State, and you changed an entry from OH to PA, the system will not record the change. / Edit Settlement Rate Schedule Folder / tariffkey

Viewing tracked changes in TMWSuite

In TMWSuite, you can view changes to: