Local Transactions

The instructions in this article relate to Local TransactionThe 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 

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
 

  1. Search or select Local Transactions.
  2. 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.
  3. Use the 'Date' field to select a specific date or date range.
  4. To add another field, click the green plus button, then select the Field by clicking the drop-down menu.
  5. Based on the selected Field, the Condition can be changed if required, and then you can change/select the required Value.
  6. 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.).
  7. Click the Refresh button to search for the records.
  8. If you would like to, you can export the data to an Excel sheet, by clicking the Export button.


     
  9. You can either double-click the record/transaction you would like to edit or select the transaction and click the Details button.
  10. If the Description can be edited, there will be a grey line round the text.
  11. Edit the text (limited to 20 characters) and click Save.


     
  12. 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 | 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

  1. 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.
  2. Click the Refresh button to display the data.
  3. Click the Save Search As button, and the 'Save Search' window will appear.
  4. Enter a 'Name'.
  5. 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).
  6. 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

  1. At the bottom of the screen, click the Load/Delete Search button.
  2. 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.
  3. If you click the Load button, the 'Load Search' window will disappear, and the screen will refresh automatically and load the Saved Search data.
  4. 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

  1. 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.
  2. In the 'Load Search' window, click the blue Load button.
  3. 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.
  4. Click the Refresh button to display and check the data.
  5. 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:

  1. Follow the steps to set up a new Saved Search, or edit a Saved Search (see the two relevant sections above).
  2. In the 'Save Search' window, click the Add To My Dashboard button.


  3. The 'Dashboard Configuration' window will then appear.
  4. The Report drop-down menu cannot be changed from 'Saved Search'.
  5. The Display Title can be changed to whatever is required.
  6. Choose the Display Type that is preferred. See Display Types for more information.
  7. Tick Show On Desktop if preferred.
  8. 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.
  9. Click the Save button.
  10. Back in the 'Save Search' screen, there are now buttons to Edit Dashboard and Delete Dashboard.
  11. Click the Close buttons on any remaining screens.