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
- 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
- Branch Analysis Review (If Branch Analysis in use)
- Lists those transactions that could be analysed to a branch
- Branch Not Assigned (If Branch Analysis in use)
- List those transactions where no Branch has been set
- Activity Not Assigned (If Activity Analysis in use)
- List those transactions where no Activity has been set
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
- Relates to
- the 3rd party 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 box 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