Search Local and Global Accounts

Search Local Accounts and Search Global Accounts are used to report account codes that either have a different description or do not exist in the Master Chart. They also include account codes that match the Master Chart and can be used when reviewing account codes in Account Maintenance and Change Code Number.

These searches assist with account code reporting, account code cleanup, and the Post Building Transfer process. Search Local Accounts is best suited to a single building because the building filter is immediately available, while Search Global Accounts reports across all buildings. Searches can be saved for continuous use, and the information can then optionally be exported to Excel or produced into a PDF-style document.

Searches 

Many search screens use the same layout and tabs, even though each one reports on a different area of data. Once you understand how the search screen works, the same process can be applied across a range of searches.

Search Local Accounts and Search Global Accounts | Security

To access Search Local Accounts and Search Global Accounts, the user must have permission set to Allow for Search Local Accounts and Search Global Accounts under the Menu category in Security Setup.

Search Local Accounts and Search Global Accounts | What it can report on

Search Local Accounts and Search Global Accounts report on account codes and how they compare to the Master Chart. This includes account codes that match the Master Chart, account codes with a different description, and account codes that do not exist in the Master Chart. By default, the searches can include fields such as Account Code, Description, and Master Chart Status, and Search Global Accounts also includes Building Number.

This is useful when you need to review account code differences, clean up transferred data, or identify accounts that need to be updated in Account Maintenance or Change Code Number. These searches are also the primary tool to use with the Post Building Transfer process.

Search Local and Global Accounts | Recommended search examples

Review account codes for a single building or across all buildings

This search can be used to review account codes for one building or across all buildings, depending on which search is selected.

1. Search for or select Search Local Accounts or Search Global Accounts.
2. Review the default fields, which include Account Code, Description, and Master Chart Status. Search Global Accounts will also include Building Number and Building Name.
3. Add any additional fields required for the review.
4. Click Refresh to display the records.
5. Review the results, or export them if required.

Report on Master Chart Status for account code cleanup

This search can assist with account code cleanup by reporting which account codes are not in the Master Chart, match the Master Chart, or have a different description.

The available Master Chart Status values are:

• Not in the Master Chart.
• Matches Master Chart.
• Different Description.

1. Search for or select Search Local Accounts or Search Global Accounts.
2. Adjust the Restrict To tab to include Master Chart Status.
3. Click Columns to add Master Chart Status to the displayed columns.
4. Click Refresh to display the records.
5. Click Export to produce the results into an Excel report if required.

Use the search during a Post Building Transfer review

This search can be used during the Post Building Transfer process to identify account codes that need to be aligned with the Master Chart.

1. Search for or select Search Local Accounts for a single building, or Search Global Accounts if a broader review is required.
2. Add fields and columns that help identify the account codes to be reviewed.
3. Use Master Chart Status to locate account codes that do not match the Master Chart.
4. Click Refresh to display the records.
5. Review the results and use them to support account code updates.

Search Local Accounts and Search Global Accounts | Edit Account Codes

You can edit an account code for the local building directly from each of these search screens. This provides quick access to Account Maintenance, allowing the account code description to be updated so it aligns with the Master Chart.

1. Follow the steps above to locate the account code to be edited.
2. Select the account code and click the Edit button.
3. Edit the Description field to match the Master Chart, and review any other account code setup fields if needed.
4. Click Save.

Identify expense account codes with a category

Some states are required to use additional reporting for financial data which is categorised in Account Maintenance. Using a search similar to this will identify any account codes that have not been categorised.

1. Search or select Global Accounts.