Audit Log & Role-Based Access Control
Ycater is a catering software that logs every stock, transfer and invoice action with a timestamped, role-based audit trail. At the end of the day, a catering business always faces the same questions: which warehouse had rising waste, which transfer lost stock, whose approval was an invoice signed off under? Ycater's audit log records every stock, transfer and invoice movement together with the user who performed it and the exact time. Role-based access lets a manager monitor the entire operation from one screen, while staff only handle their own work — no extra technical load or excess permissions for anyone.
Every action is timestamped and traceable
Stock entries, warehouse-to-warehouse transfers, waste/loss records, invoice approvals and price edits are all written to the audit log automatically. Each entry includes the user who performed it, the date and time, and the affected warehouse or product. At month end, you answer "where did this loss come from" directly from the record instead of guessing.
Full visibility for managers, a simple flow for staff
Roles in Ycater are clearly separated with role-based access: the manager/admin role sees the audit log for every warehouse, every user and every movement, while the staff role sees only the actions they performed and the warehouse they're authorized for. This separation protects data security and keeps staff screens free of information they don't need to do their job.
Transparency in waste and loss tracking
Waste and loss generated during transfers between warehouses stays visible in the audit log as a distinct record; which transfer, which product and how much was lost, and who logged it, can all be traced in one click. This gives multi-warehouse businesses a clear, documented accountability trail.
For staff: upload the e-invoice, let the system handle the rest
Audit log and role-based access add visibility for managers without adding workload for staff. Kitchen or warehouse personnel simply upload the e-invoice; processing the line items, matching them to stock cards, and creating the related records is completed by the system with end-to-end autonomy. Staff never deal with a technical interface, while managers can always review every step of that process retroactively in the audit log.
What gets logged?
Stock in/out movements, warehouse transfers, waste/loss records, invoice approvals, price and recipe updates, and user permission changes are all written to the audit log automatically. Entries cannot be deleted; they can only be updated through a new action, so the historical record always stays intact.
Why it matters
In catering companies running multiple warehouses with shift-based staff, accountability boundaries can blur quickly. A timestamped audit log with role-based access meets both internal audit needs and the transparency corporate clients require — recorded in the system and ready to produce, not scattered across paper, the way food production ERP records should be.
Frequently asked questions
Can audit log entries be changed?
No. Once an entry is created it cannot be deleted or overwritten; a correction is recorded as a separate new action, and the original entry remains exactly as it was.
Can staff see movements from another warehouse?
No. The staff role is limited to the warehouse they're authorized for and the actions they performed themselves; they don't see other warehouses' or users' movements.
How many users can I assign roles to?
The number of users and the role/warehouse mapping depend on your license package; details are clarified during your demo or quote conversation.
Can I export an audit log report?
You can view audit log entries filtered by date range and by warehouse/user directly in the reporting screen; export options are detailed during the demo conversation.
Does staff or the system complete the e-invoice upload process?
Staff only upload the e-invoice; processing the line items and matching them to stock is carried out by the system with end-to-end autonomy. Managers can always see the outcome of that process, and who triggered it, in the audit log.
Want to test role-based access and the audit log with your own team?