This screen provides a convenient means of tracking down transactions with limited information.
Where the search criteria would deliver more than 500 items the listing is truncated to 500 and a message confirms that the result set is too large and requests that the search criteria is refined.
From time to time it is necessary to locate a particular transaction. A simple but powerful tool is available to help the user quickly get a list of possible transactions and navigate to the particular one required. The function is available via the Accounts menu.
Accounts - Find Transaction
A screen is presented to allow search criteria, within the date range selected, to be entered.
Note the default date range is the current financial period but the user may enter any date range required.
The top line allows for quick lists to be prepared
- Displays all transactions in the date range
- Department Analysis Review (If Department Analysis in use)
- Lists those transactions that could be analysed to a Department
- Department Not Assigned (If Department Analysis in use)
- List those transactions where no Branch has been set
- Activity Analysis Review (If Activity Analysis in use)
- Lists those transactions that could be analysed to an Activity
- Activity Not Assigned (If Activity Analysis in use)
- List those transactions where no Activity has been set
- P11D Review (if P11D facility in use)
- To include only those transactions that may be subject to a P11D return
- P11D Employee Not Assigned (if P11D facility in use)
- To list those transactions to accounts that have a P11D section indicator and where no Employee has been set
- Document Not Assigned (If Document storage is in use)
- List those transactions where no document has been stored
Within the user defined date range, a user can search by a number of criteria:
- Either a specific value or value range with no sign
- Document reference that has been entered
- the counterparty the document relates to: customer; supplier or employee
Enter as much information as is known and click SEARCH to see a list of transactions that fit the selection criteria.
For the Document Reference field enter what is known and click SEARCH. If no information is available leave the field blank.
Use "%" as a wild card character for an indeterminate number of characters and "_" (underscore) for a single character, e.g.
- " %6% " will find all occurrences within the date range of references with a 6 in the character string.
- " %6 " will find all occurrences within the date range of references where the 6 is the last character in the string.
- " 6% " will find all occurrences within the date range of references where 6 is the first character in the string.
- " %6_ " will find all occurrences within the date range of references where 6 is the last but one character in the string.
This is a powerful Oracle Database feature and with a little practice is a helpful tool.
Narrowing the search
The search criteria and be refined and narrowed by:
- Document Type
- invoice, receipt, bill, payment and others
- the specific account to which entries may have been recorded
- ID - Transaction Sequence
- a unique and unchangeable number for the entity, assigned to a transaction when it is submitted; the number is visible in the audit trail
- ID - Purchase Filing Reference
- a unique and unchangeable number for the entity, assigned to a purchase transaction when it is submitted, commonly used as a reference in a filing system
- ID - System Transaction ID
- a system wide unique and unchangeable number assigned to a transaction when it is submitted, the number is also visible in the audit trail
- whether used in the heading or the line item the memo search will identify test entries in memo fields (see below for more)
When searching for a specific ID - sequence number the user is advised to use a wide date range; as if the particular transaction date is outside of the selected date range it will not display.
Where the search criteria would deliver more than 500 items the listing is truncated to 500 and a message confirms that the result set is too large and requests that the search criteria is refined. The left hand Action Menu adjacent to each transaction displays an action that may be taken depending on the status of the transaction.
The sequence number displayed for each transaction is relevant to the transaction sequence series selected in the ID dropdown box. So if Purchase Filing Reference is selected then the column will display the Purchase Filing Ref for each transaction appearing in the list. If no transaction sequence is selected then the Transaction Sequence is displayed.
Using the Memo field for search
For example a memo field has the following text 'Travel expense for train trip to Scotland' Note a search is NOT case sensitive.
The search may be for any combination of words but MUST be in the same order i.e. the following searches would find the transaction
- travel train scotland
- travel scotland
- train scotland
But the following would NOT identify the transaction - as the words are in a different order
- scotland travel
- scotland train
The result of the search is presented on a screen that lists each transaction that fulfils the criteria.
The option to output the result to CSV or XLS is available. To the right of the SEARCH button the action box symbol gives access to the options.
Adjacent to each transaction in the list the action box symbol provides quick access to a number of actions depending upon the nature and status of the transaction: -
- to view/modify details relating to the transaction.
to open an analysis screen allowing for quick and easy amendments to posting accounts and allocations. More information is available from this Analyse Screen link.
- Add Prepayment Schedule
to set up the details of a schedule. More information is available from this Prepayment Schedules link.
to open a transaction audit report that provides a non-editable history of the transaction and its accounting impact. The report details which user recorded the initial transaction together with the date and time as well as the details of any subsequent amendments.
to unreconcile the transaction if it has previously been bank reconciled. Note use this with care as the transaction will subsequently need to be reconciled if it not deleted.
- to Void transaction if a customer payment had bounced and is shown as money in and money out on your bank statement. Voiding the receipts un-applies the payment from the invoice but leaves the cash movements behind so you can so you can reconcile to your bank statement. See Dealing with dishonoured Receipts or Cheques
- to remove the transaction If not yet reconciled or allocated.