Local Transactions

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

Local Transactions can be used to find specific transactions and to extract data that can be used for analysis. There is the option to add in the Running Balance field to assist with reconciliation of accounts. A search can be completed for the Current, Old or Historic Year. It is also very useful to quickly export GLMax transactions to excel so they can be imported into 3rd party accounting software.

Local Transactions has been designed for users to search transactions with the option of applying filters which can assist with reviewing account codes or financial queries. The transactions can also be searched across different financial years and searches can be saved to be produced quickly in the future, with an option to export to Excel. Each column can be clicked on to sort and descriptions can also be edited for Directs (reference starting with 'B'), receipts, debtor transactions (Reference starting with 'M0', but not those starting with 'MA'), and journals, except for when they have the descriptions listed below. To change a creditor invoice description, you must follow these steps in Payments Management.

Balancing Entry
Brought Forward
Trf Surplus/Deficit
EFT Payment
Cheque Payment
Starts with GST
Advance Discounts
Last Year Entry
Opening Balance

Local Transactions | Security

To edit the transaction description in Local Transactions, the user must have the ‘Transaction Entry edit reverse’ permissions set to 'Allow'.

Local Transactions | Search or Edit Transaction Details/Description

Search or select Local Transactions.
Use the ‘Year’ field to select a year value, including Current Year, Old Year or Historic Year. Or by removing or changing the 'Year' field to a different field, it will display the full history of transactions.
Use the 'Date' field to select a specific date or date range.
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.
You can either double-click the record/transaction you would like to edit or select the transaction and click the Details button.
If the Description can be edited, there will be a grey line round the text.
Edit the text (limited to 20 characters) and click Save.
The description will not update automatically on the Local Transactions screen, so the Refresh button will need to be clicked again to see the updated Description text.

Each column can be clicked on to sort the order of transactions.

Local Transactions | Change Transaction Code

Please note that the information contained in this section applies only to StrataMax version 5.6.110 and above. For StrataMax version 5.6.109 and below, please see Transaction Code Change.

This function is used to move individual transactions from one Income or Expense account code to another. If the two account codes (transfer from and to) are within the same Fund or Account Group, most transaction types may use this process. Account codes that are setup to report as either Main or Sub-Accounts may not be transferred between each account type, using this process, journals are recommended.

If the two account codes (transfer from and to) are for different funds or account groups within a property, only expense transactions that have been created via the Creditor Invoices menu will be able to use this process. Creditor Invoice transactions are identifiable by a ‘D’ reference. This may exclude some transactions such as TaskMax services fees from using Transaction Code Change to move between funds.

If account codes within the Balance Sheet code ranges need to be corrected, this can be done using Journal Preparation, however take extreme care as Balance Sheet account codes are often totaling accounts and adjustments should be done within the Income and Expense Code ranges instead.

Other types of transactions that may have previously been able to use the Transaction Code Change process and are required to be changed between funds or account groups should now be rectified using Journal Preparation.

If you have taken over a property from another manager, local account codes may exist for the building, the process to amalgamate the local codes to your master chart of accounts is required. This is done using Change Code Number, which will change all transactions to a new code.

Any code changes will also be logged in the Log Viewer and can be searched for with the Category called 'Transaction'. It's also important to remember that the Change Transaction Code function is not available for the following transaction types and scenarios:

Balance Sheet codes.
Non-posting accounts.
Sub and main (including debtor and creditor).
Hidden transactions.
GST transactions (description ‘GST’).
Building locked by another user.
'Change Transaction Code 'permission is not set to 'Allow' in Security Setup.
Historical Years
Old Year if the building is marked as 'Audited'.
Appropriation transactions (description ‘Trf Surplus/Deficit’)

Search or select Local Transactions or Global Transactions, depending on your requirements.
Once you have located the required transaction, select it, and click the Details button.
In the 'Transaction Details' window that appears, and if the transaction code can be changed, the 'Change To' field will be displayed.
Click the ellipsis button [...] and the 'Account Code List' window will appear where you can locate and select the required code.
Back in the 'Transaction Details' window, the selected code will be in the 'Change To' field; click the Change Code button.
Click Yes when the confirmation appears.
You will need to click the Refresh button in order to see the code change appear in the table of records displayed.

Local Transactions | 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.

'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

As of StrataMax version 5.6.98, 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.

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.