Using the Transaction Browser

Detailing the features and facilities available in the Transaction Browser.

Written By Grainne Reidy (Super Administrator)

Updated at June 6th, 2024


The Transactions Browser is a central screen from where you can:

  • View the details of all transactions in your company.
  • Filter transactions based on preselected criteria to return only the data you need to see.
  • Save your own custom filters.
  • Summarise transactions by selected headings for easier analysis of data (e.g. show me a list of sales transactions entered by each user for last month)
  • Export a selected list of transactions to Excel - great for quick export of a selected dataset.
  • Edit a selected transaction - drill into a selected transaction to edit its details.
  • Reverse a transaction if you made a mistake when inputting data.
  • Reprint documents including invoices.
  • Email documents including invoices.
  • View allocations and un-allocate a transaction.
  • View all changes to a transaction made by users - great for audit trailing all edits made to a selected transaction.
  • Sort transactions by a particular field.  

The grid listing the transactions is fully customisable and can be configured to show the fields most relevant to you.

The Transaction Browser does not include pre-posted transactions such as Orders, Deliveries, or Quotes which you can instead examine in their relevant grids.


General Ledger Journals‍ 

How do I set up and Maintain General Ledger Accounts?‍ 

Query Tools (GL Explorer, Transaction browser) (1.6) - AIQ Academy

Transaction Browser (11.3) - AIQ Academy


Customising the Transaction Browser

To open the Transaction Browser:

Go to General Transaction Browser.

To adjust the screen size:

Hover over the edge you want to expand until a double-sided arrow appears. Click and drag until you reach the desired size:

You can adjust column width in the same manner:

To change column position:

Change column position by dragging and dropping the column heading to the desired location. In the example below we moved the Description column to a new location between the Transaction Date, and Account Code columns.

To add and remove columns:

  1. In the Grid Options dropdown, select Customise Grid to open the column grid selector. This displays all other available columns not currently in use in the grid.

  2. To include a new column in the grid, drag it from the opened Window to the desired location. Similarly, if you want to remove a column from the Grid, drag its header away from the Grid and drop it. 
  3. To save these revised views of the Grid for re-use, in the Grid Options dropdown, select Save Grid Customisations. If you need to restore the grid to its original layout, go to Grid OptionsReset Grid. 

To select the number of records displayed:

You can modify the Transaction Browser to display more records and the scroll to view.


Sorting and Filtering Transactions


To sort a column, click on its header. This sorts the entire contents of the list in ascending order. Click again to sort the list in descending order.


Filtering displays transactions for the last two years from today's date.

The filter symbols (highlighted in red) can filter based on a particular condition. In this example, the Type column is filtered for SI (Sales Invoices):

Using multiple filters can refine your search further. In this example, the SI (Sales Invoices) are filtered for those only in Acc. Code SIG01.

Enter search terms in the column header fields to refine even further.


Advanced Filtering

To create Compound Filter conditions:

  1. Click Clear Filter before creating a new compound filter condition. This will make transactions older than two years available for filtering.

  2. Click Create Filter Condition
  3. In the Add/Edit Filter Condition screen, create your desired condition.
  4. To add more conditions, click Save and add another, otherwise click Save.

To save and reuse a filter condition:

To save any number of filters for subsequent reuse:

  1. Click Save Filter.

  2. Enter a name for the filter and click the checkmark.

  3. Reuse any saved filter later by searching for its name in the dropdown.


To delete a filter condition:

To delete a saved filter, find it and click the red X, followed by OK.


Summarising transaction data

By default, the transaction browser shows the net, tax, and gross elements of a transaction as separate lines. All Transaction lines can be shown, or they can be grouped by control line, bank line, or first line depending on the transaction type. 

Tick Summarise Transactions to view the principal transactions only, without the expanded list of General Ledger Postings. Uncheck to show all lines once again.

Graphical user interface

Description automatically generated with medium confidence

The transaction browser before summarising:


The Transaction Browser after summarising:


Editing Transactions

Editing Transactions in the Transaction Browser

You can edit the Description and Ext. Ref fields in the transaction browser. 

  1. Place the cursor in that field to make the changes.

  2. To save any changes, click the Green Tick Symbol or to cancel, tick the Red X Symbol.

  3. You can add scanned images here or review previously attached images by clicking the paperclip icon:


Viewing Transaction Details

Click any of the blue fields in the Transaction Browser to open your transaction.

Graphical user interface, application Description automatically generated

Editing Transaction Details 

  1. Click Edit to open the Transaction Details screen
  2. Click the pencil icon to make the desired edits.

    You can now perform certain edits depending on the status of the transaction; Posted, Unposted, Allocated, or Bank Reconciled. Under certain circumstances, you can also Reverse a transaction or Un-allocate it for further amendment. In this Sales Item Invoice example, we can amend the Description, the General Ledger Account Code, and the BI Code. 

  3. Click Process Edits.


How Do I Amend, Cancel or Delete Transactions?‍ 


Transaction Browser Actions 

In the Action dropdown a selection of actions is available based on the type of transaction. For example, if you have a Sales Invoice transaction, it is possible to print or email the sales invoice.

To print an Invoice:

Select Print for a range of printing options:

To mark an Invoice as Disputed:

You can mark an invoice as Disputed by selecting Dispute from the Actions dropdown. Disputed invoices are highlighted with red flags in the Transaction Browser.


Exporting to Excel 

Export your transactions or your chosen sub-set of transactions to Excel by clicking Export Transactions: