Global Transactions

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

Global Transactions can be used to find specific transactions across your portfolio, for example, reporting all Income for a particular Tax Code, reviewing all transactions for an expense code or identifying buildings with Non-Mutual Income, to name some examples. There is the option to add in the Running Balance field to assist with reconciliation of accounts. The results can optionally be exported to Excel and used for analysis.

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Global Transactions | Security

To access Global Transactions screen, the user must have the permission set to 'Allow' for 'Global Transactions' under the 'Menus' category.

Global Transactions | Overview

Global 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 Buildings, Years, Account Groups, Fund Codes and Fund Names and searches can be saved to be produced quickly in the future, with an option to export to Excel. Some examples of searches may be: reporting all Income for a particular Tax Code, reviewing all transactions for an expense code or identify buildings with Non Mutual Income.

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.
 

1. Search or select Global Transactions.
   • The 'Restrict To' fields will default to 'Date' and 'Account Code'.
   • The 'Date' field can be removed to return all transactions. 
2. To add another field, click the green plus button, then select the Field by clicking the drop-down menu.
3. To remove a field, click the red minus button, then click Refresh.
4. Based on the selected Field, the Condition can be changed if required, and then you can change / select the required Value.
5. 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.).
6. Click the Refresh button to search for the records. 
7. If you would like to, you can export the data to an Excel sheet, by clicking the Export button.
   
   

Global Transactions | Change Transaction Code

Change Transaction Code is used to move individual transactions from one income or expense account code to another. This is available when the transaction type and account codes support the change.

If the original and new account codes are in the same fund or account group, most transaction types can be changed using this process. If the account codes are in different funds or account groups, only expense transactions created from Creditor Invoices can be changed this way. Creditor invoice transactions can be identified by a D reference.

Change Transaction Code cannot be used for account codes set up as main or sub-accounts. Use Journal Preparation instead. Balance Sheet account code changes should also be completed using Journal Preparation, with care, as these are often totalling accounts.

If the building uses Invoice Hub, Change Transaction Code cannot be used while the creditor invoice is pending approval. If a creditor invoice has been partially paid, it must be paid in full before the transaction code can be changed.

After changing a transaction code, review the Tax Code because new transactions are created as part of the change. The tax code may need to be amended on the original or amended account code to ensure GST is applied correctly. Refer to Edit Tax Code for more information.

Code changes are logged in Log Viewer and can be searched using the Transaction category.

Change Transaction Code is not available for the following transaction types or scenarios:

• Balance Sheet codes.
• Non-posting accounts.
• Main or sub-accounts, including debtor and creditor accounts.
• Hidden transactions.
• GST transactions with the description GST.
• Buildings locked by another user.
• Users who do not have Change Transaction Code permission set to Allow in Security Setup.
• Historical years.
• Old year transactions if the building is marked as Audited in Building Information.
• Appropriation transactions with the description Trf Surplus/Deficit.

1. Search for or select Local Transactions or Global Transactions, depending on where the transaction needs to be reviewed.
2. Locate and select the required transaction, then select Details.
3. If the transaction code can be changed, the Change To field will be available in the Transaction Details window.
4. Select the ellipsis button [...], then select the required account code from the Account Code List.
5. Select Save.

The blue information box explains how the change will be applied.

6. Select Refresh to update the transaction list and view the changed account code.