How do I Use & Customise the Transaction Browser?

Detailing the features and facilities available in the Transaction Browser.

Written By Gerry Mckeown ()

Updated at June 17th, 2018

1.     Introduction:

The Transaction Browser facilitates the examination of all transactions currently and previously “Posted“ into the General Ledger from all other subsidiary systems together with the ability to Amend, Suspend, Reverse transactions under varying circumstances.  You can also view extensive information regarding each transaction, sort transactions, search for specific transactions or groups of transactions, export transaction groups to Excel, inclusive of many other facilities, including the examination of Audit Changes. Comprising GL only “Posted” transactions, it does not therefore include pre-posted transactions such as Orders, Deliveries, Quotes, etc. and consequently is not a suitable function for the enquiry of such “outer transactions” which are best explored through the grid facilities available within their own system modules.

2.     Customising the Displayed Grids:

To access the Transaction Browser Go To > General > Transaction Browser which will display the following overlay window;

You can adjust the size of this window by using the drag facility like this; 

2.1         You can also adjust the width of the columns (which will subsequently be saved – see 2.3 below) by using this “Drag” feature using the Mouse;

2.2         You can move Columns around in your existing display by “Dragging” (using the Mouse) the Column Headings and placing them between two other Column Headings, like this;

In the example above we are moving the Description column to a new location between the Transaction Date column and the Account Code column.

2.3         You can also add and remove columns from the current displayed Grid;

First Click on “Grid Options” at the bottom of the screen and choose “Customise Grid”.  This will bring up the following Window displaying all the other available columns not currently included in the grid;

To include a new column in the Grid, “Drag” it from the opened Window to the appropriate location you want it.  Here we are placing the Exchange Rate in between the External Reference column and the Currency Code column in the original Grid.   Similarly, if you want to remove a column from the Grid, “Drag” its Header from the Grid back into anywhere in the Pop-Up Window. To save these revised views of the Grid for subsequent re-use, click on the “Save Grid Customisations” in “Grid Options”;

The “Reset Grid” function under “Grid Options” will restore the Grid to its original layout.

3.     Sorting and Filtering Transactions:

You can sort on any of the Columns by clicking on its Header which will sort the entire contents of the list in ascending order. Click again to sort the list in descending order.

N.B.  However, to avoid unnecessarily sorting very long lists of transactions amounting to thousands, you are advised to use some Filtering Conditions first (see below).

For example you can use this “Key” symbol (where available) highlighted in Red below to focus on a particular Account Code which could be a Supplier (Vendor), Customer, Bank General Ledger Code, etc.;

And then go on to refine your sub-set further to view, for example to view all Sales Invoices Transactions for Account SIG01;

You can also create Compound Filter conditions by placing partial or whole data in the filter areas under any Column heading (i.e. not just the Columns with the “Key” symbol;

4.     Extended Filtering Facilities:

You can also create Compound Filter conditions by clicking on the “Create Filter” button.  Just follow the on-screen instructions;

To add more conditions use the “Save and add another” button otherwise just use the “Save” button to cause the filter to take effect.

The current filter (if any) is shown at the top of the screen, which can be dismissed using the “Clear Filter” button.

The “Save Filter” button allows you to Save and Name any number of filters for subsequent re-use. Give it a “Name” and then click on the “Tick” button; 

You can then recall any saved filter in subsequent sessions;

After you’ve recalled it, clicking on the red “X” button removes the saved filter from the list.

4.1         You can also Summarise the detailed transaction data.  Click this Tick Box to view the principal transactions only without the expanded list of General Ledger Postings;

This is what the screen looks like before you summarise;

And then, when you click “Summarise Transactions”; 

And afterwards this is what the display shows;

5.     Editing and Amending Transactions:

From the Transaction Browser you can also view the detail relating to the transactions.  Click on any of the fields coloured blue;

Where you can now carry out certain actions depending on the exact status of the transaction (e.g. Posted, Unposted, Allocated, Bank Reconciled, etc.);

In the foregoing example, if you click on the “Edit Details” Button you can amend the Description, the General Ledger Account Code and the BI Code.

5.1         Click on the “Edit” field against any transaction to carry out a variety of functions as highlighted;

Under certain circumstances you can also “Reverse” a transaction or “Un-allocate” it for further amendment.   Use the “Eraser” symbols to effect further edits which are described in detail in the Article “How do I Amend, Correct or Delete a Transaction?.   You can also edit any of the fields which are “boxed”; 

Simply edit the entry by placing the cursor on that field and make the changes.  The changes can be effected by clicking on the Green Tick Symbol or cancelled by ticking on the Red “x” Symbol; 

You can also add Scanned images here or review previously attached images by clicking on this symbol; 

You can also effect other changes using this function, including email;

However, you should refer to the Article entitled “How do I Amend, Correct or Delete a Transaction?” for a full description as to how you can amend or delete (reverse) transactions with full Audit Trail.

6.     Actions Button:

The 'Select an Action' column provides a selection of actions available based on the type of the transaction. For example, if you have a Sales Invoice transaction, it is possible to print or email the sales invoice.

If you choose Print you get the options below;

"Mark an Invoice as 'Disputed"  You can mark an invoice as 'Disputed' by choosing the 'Select an Action' option and selecting 'Dispute'. This will then mark this invoice as 'disputed'. Disputed invoices are highlighted with red flags in the transactions browser as shown previously.

7.     Other Features and Facilities:

You can modify this entry to display longer pages.  You should then use the Slider on the right hand side of the screen to scroll down to view the all the transactions presented in your elongated page;

You can also export your Transactions or your chosen sub-set of Transactions to Excel by clicking on this Icon;