Search BAS

The instructions in this article relate to Search BAS. The icon may be located on your StrataMax Desktop or found using the StrataMax Search.

Search BAS will assist with querying a BAS for a single building or across your portfolio. Business Activity Statements can be searched by End Date and can be reported on-screen for prior completed periods plus the BAS Reconciliation report can be accessed too. This is where you can access Last BAS and prior BAS. Searches can be saved for continuous use and the information which can then optionally be exported to Excel or produced into a PDF-style document.

Search BAS | Security

To access the Search BAS, the user must have permission set to 'Allow' for Search BAS under the 'Menu' category in Security Setup.

Search BAS will display End Date, GST Start Date, PAYG Instalment Start Date and PAYG Withholding Start Date to assist with locating prior saved BAS details for a single building or across the portfolio. Searches can be created based on set values; each column can be clicked on to sort and results can be exported to Excel.

Search or select Search BAS.
By default, the fields 'Current Building' and 'End Date' will be applied.
- By removing (click the red 'minus' button) or changing the 'Current Building' field to a different field, it will display BAS's across your entire portfolio.
- The 'End Date' field is used to select a specific date or date range, including an old or historic year. Or by removing (click the red 'minus' button) or changing the 'Date' field to a different field, it will display the full history of transactions.
To add another field, click the green plus button, then select the Field by clicking the drop-down menu.
Based on the selected Field, the Condition can be changed if required, and then you can change/select the required Value.
Click the Advanced button to display additional tabs down the left side:
- Columns to add, remove, or change the order of the columns.
- Sort Order to change how the data in the table is sorted (by column, A-Z, etc.)
- Advanced to change the maximum number of records to display in the table (10000, 1000, etc.).
Click the Refresh button to search for the records.
If you would like to, you can export the data to an Excel sheet, by clicking the Export button.

Search BAS | Full BAS Reporting

The ATO may require additional reporting when the income / annual turnover exceeds 2 million dollars. The extra reported information relates to:

G2 - Export Sales
G3 - Other GST free Sales
G10 - Capital Purchases
G11 - Non-Capital Purchases

These fields can be added to the columns in Search BAS using the Advanced search button. To update the BAS to report as a Full BAS review the setup in Building Information.

Search BAS | View BAS

To view a previously saved BAS, access this report from Search BAS and then adjust the display fields as required to locate the prior BAS period.

Search or select Search BAS.
By default, the fields 'Current Building' and 'End Date' will be applied. Adjust Fields as required.
Locate the BAS Period for the Building and click View BAS.
View and check the Prepare BAS screen and click Print.
Add any 'Reports' as required in the Report Distribution screen and click Proceed.

Search BAS | Saved Searches

'Saved Searches' are designed for convenience so that you can save a selection of fields, columns, and a specific sort order so that it can be loaded later. There is also a tool to assist with quick-finding fields of text information. Use the top right corner and enter text into this field to search. Click Find First or Find Next to locate results.

'Saved Searches' can also be set as the 'default' search for the selected screen. This means that the selection of fields, columns, and specific sort order will be the one chosen whenever the menu screen/icon is selected.

'Saved Searches' can be saved for the current user, globally (accessible to all users), or for a specific user group.

If a Saved Search is loaded/opened this will be noted at the top of the search screen.

Saved Searches | Security Setup Permissions

A security permission will either allow or deny individual Users or User Groups access to create or delete a search. The permission is called ‘Save Group and Saved Searches’ under the 'Menus' category in Security Setup. You can also type the word ‘Search’ into the filter field and click the Filter button to see the permission.

If the User or User Group do not have the permission set to 'Allow' then the ability to save a search for all users or a user group will be inactive.

Saved Searches | Set up a new Saved Search

Configure the required fields and click the Refresh button to display the required data.
- Optionally click the Advance button to also configure the displayed columns, and specific sort order.
Click the Refresh button to display the data.
Click the Save Search As button, and the 'Save Search' window will appear.
Enter a 'Name'.
Select one of the three radio buttons, depending on your requirement:
- Available to current user only will save the search for the current user only.
- Available to users in security group will save the search for the User Group selected from the drop-down (this radio button is only available if you have the right permission, and the User Groups available in this list are limited to the User Groups that you are a member of).
- Available to all users will save the search for all StrataMax users (this radio button is only available if you have the right permission).
Optionally tick the Save as default box to load this 'Saved Search' whenever the menu screen/icon is opened.

Saved Searches | Load or Delete a Saved Search

At the bottom of the screen, click the Load/Delete Search button.
In the 'Load Search' window, click the blue Load button to load the Saved Search, or click the red cross button to delete the Saved Search.
If you click the Load button, the 'Load Search' window will disappear, and the screen will refresh automatically and load the Saved Search data.
If you click the Delete button, a confirmation pop-up will appear; Click Yes to confirm the deletion.

When a Saved Search is loaded/opened, the Saved Search name will be noted at the top of the search screen.

Saved Searches | Edit a Saved Search

If the Saved Search you want to edit has been set as the default search, it should be on screen already, and you can proceed to the next step. Otherwise click the Load/Delete Search button.
In the 'Load Search' window, click the blue Load button.
Now make any changes required to the required fields, and optionally click the Advance button to also configure the displayed columns, and specific sort order.
Click the Refresh button to display and check the data.
Click the Save Search button to save the applied changes.

Saved Searches | Add To My Dashboard

There is the option to add certain searches to your own Dashboard. This is limited to your own Dashboard only (you cannot add it to the Dashboard of another user or group), and only available in these specific 'Search' screens:

Follow the steps to set up a new Saved Search, or edit a Saved Search (see the two relevant sections above).
In the 'Save Search' window, click the Add To My Dashboard button.
The 'Dashboard Configuration' window will then appear.
The Report drop-down menu cannot be changed from 'Saved Search'.
The Display Title can be changed to whatever is required.
Choose the Display Type that is preferred. See Display Types for more information.
Tick Show On Desktop if preferred.
Depending on which Display Type was chosen, the fields for the different number values will change. Observe the Preview to assist with picking the right number values suited to the Display Type.
Click the Save button.
Back in the 'Save Search' screen, there are now buttons to Edit Dashboard and Delete Dashboard.
Click the Close buttons on any remaining screens.

Export and Print

Each search can be exported to Excel or produced as a PDF-style report, and the column display for these reports will be included.

Export—If there are more than 1000 results, Check the Advanced tab / Advanced area to report the maximum. Click Export for an Excel report.
Print—Check the cogwheel from the Report Distribution screen to change fonts and set the letterhead style. This print style will produce the report based on the column width. Click Print for a PDF-style report.

Examples of Searches for Dashboard

The below are some examples of saved searches that can be used as a dashboard to either prompt based on particular dates or to provide quick access to information & reporting. Examples are reliant on fields being populated with data and information as part of your processes and your particular setup of Restrict To, Display Columns and Sort Order may vary to suit your requirements.