Local Transactions

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

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. To quickly view more details relating to a transaction, either double-click on the transaction or click the Details button. It also replaced Transaction Entry and Transaction History, and can be used to find specific transactions and to extract data that can be used for analysis.

The user can also edit the description of a transaction, including sundry non-creditor EFT Payments (Reference starting with 'F'), adjust the GST Tax Code, edit the EFT Reference, and adjust the account code by using the Change Transaction Code function. 

The historical 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. There is also a tool to assist with quickly finding fields of text information. Use the top right corner and enter text into this field to search. Click Find First or Find Next to locate results.

In the Reference column, a reversed transaction will be marked as a Y, and the original transaction will be marked with an X. 

• Any transactions with X at the end of the reference are user-initiated transactions that have been reversed.
• Any transaction with Y at the end of the reference are system generated transactions to reverse a transaction (with the X reference).

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Local Transactions | Security

To access Local Transactions the user must have the permission set to Allow for Local Transactions under the Menu category.

To allow the edit of the transaction description in Local Transactions, the user must also have the ‘Transaction entry edit reverse’ permission set to 'Allow'.

Local Transactions | Column Details

This section gives explanations as to what each of the default columns represents.

• Batch No: Each journal set / transaction batch is allocated a Batch number, meaning the transactions were created together.
• Date: The date the transaction was either entered or the date entered when creating the transaction.
• Account Code: The Account Code specifies the account to which a transaction is posted. Use is any of to include one or more account codes, or is not any of to exclude one or more account codes. Both conditions are available within the same search.
• Account Description: The account code's description, which is managed in Account Maintenance.
• Type: The type of transaction. Hover your mouse cursor over the icon to display a tooltip. Refer to the article on Transactions in StrataMax.
• Hidden: Indicates whether the transaction has been hidden using the Transaction Report Manager (Hide Transaction).
• Amount: The amount of the transaction. A minus figure is a credit.
• Running Balance: Displays the running balance of the transactions. 
• Invoice Code Description: Only displayed for lot/debtor account transactions. Admin Fund, Sinking Fund, Maintenance Fund, Overdue Interest, Other - all set up in Levy Invoice Code Setup.
• Description: The description of the transaction. If this is "Balancing entry" this is the contra side of a batch.
• Reference: Each transaction has a unique reference number. Refer to the Transactions in StrataMax article for further details.
• Extra Details: Reports the corresponding transaction reference or invoice number.
• Extra Text: The text displayed here will depend on where the transaction was entered. For example, if it was entered via Payment Entry as an owner refund or reimbursement, it will display the owner's name.
• Fund Name: Admin Fund, Sinking Fund, Capital Works Fund, Maintenance Fund, etc.
• Account Group: Used in Multi-OC buildings in Victoria to display which OC the transaction is in.
• Cheque Book Reference: Only displayed when the transaction Type is 'Cheque' and/or the Reference starts with a 'C'.
• Posting Period: The Posting Period relates to the month the transaction relates to. July = 17, August = 18, Sept = 19 etc.

Local Transactions | Search Transactions

This section provides a quick reference guide for creating a search using restriction fields and column display fields.

1. Search or select Local Transactions.
2. Use the ‘Year’ field to select a year value, including Current Year, Old Year, Year Selection or Historic Year. Or remove or change the 'Year' field to a different field to display the full transaction history.
   
   
3. Use the 'Date' field to select a specific date, date range or time period.
4. To add another field, click the button, then select the Field by clicking the drop-down menu. Based on the selected Field, the Condition can be changed if required, and then you can change/select the required Value.
   
   
   • The 'Account Code' field, when set with the Condition 'is any of', allows for multiple account codes to be selected. To remove the code selection, click the red cross on the set of codes.
5. The following tabs are available to refine the search:
   • Columns lets you add, remove, or move columns left or right in the table.
   • Sort Order lets you change how the table sorts the data (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.
   • Note that depending on how many columns have been included in the search, there may be a horizontal scroll bar at the bottom of the screen, so use that to scroll left and right to see the additional columns.
     
     
7. The user can save this search, including filters, columns, etc., as a 'Saved Search'.
8. In addition, if you would like to, you can export the data to an Excel sheet by clicking the Export button.

Local Transactions | Edit Transaction Details

1. You can either double-click the record/transaction you would like to edit or select the transaction and click the Details button.
2. If the Description can be edited, there will be a grey line around the text.
3. Edit the text (limited to 20 characters) and click Save.
   
   
    
4. 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.

Local Transactions | View Document

Documents that are attached to the transaction can be located using the steps below. There is also functionality to remove or add documents.

1. Search or select  Global Transactions or Local Transactions.
2. Locate and select the transaction by adjusting the Restrict To tab as required, then clicking Refresh.
3. Click the Details button to display the 'Transaction Details' window.
4. In the 'Creditor Invoice Details' window where the details of the transaction are displayed, click View Document.
5. The DocMaxDocument View window will open with the document displayed. To remove the document, click Remove Document. If no document is attached, Select Document to add one.

Local 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, you can change only expense transactions created using a D reference from Creditor Invoices this way.

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 you can change the transaction code, 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.
6. If you're applying this change from a previous transaction change, click the wand to use the last code when changing the expense account.

The blue information box explains how the change will be applied for an invoice using a DA reference number.

This example is a direct entry and uses a B reference number, with a slightly different screen view.

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

Local Transactions | Edit Invoice Number

This section covers how to edit the invoice number of Creditor Invoices. This can also be done in the Search Creditor Invoice Items and Local Transactions screens.

Local Transactions | Edit Tax Code

This section covers how to edit the tax code on individual transactions in the current period, prior period or Old Year. Tax codes can also be edited from Search Creditor Invoice Items or Local Transactions.

The GST and GST Clearing tax codes are system-only tax codes used for GST transactions created by StrataMax on income, expense and GST clearing accounts. These tax codes may appear in areas such as Local Transactions for reporting purposes only. When changing a tax code, use only the standard tax codes.  You can also complete tax code changes for the current period in the Business Activity Statement.

1. Search for or select Local Transactions or Search Creditor Invoice Items.
2. Locate the income or expense transaction that requires the tax code adjustment, then select Refresh.
3. If using Local Transactions, select the transaction, then select Details to open the Transaction Details window.
4. Update the Tax Code field.
5. Select Save to process the adjustment transactions.
6. Close the Transaction Details window, then select Refresh to display the adjusted transactions.

The adjusting GST transactions will use the original posting date. You can amend this date before saving, if required.

The tax code can be changed for the following transaction types or scenarios:

• Receipts not posted to a debtor.
• Journals with the tax code Not Included on BAS (excludes GST), Brought Forward and Opening Balance transactions, Levies Billed Not Yet, Generated Levies Paid in Advance, Account Type is not an Equity, Other or Surplus/ Deficit.
• Buildings registered for GST.
• Transaction references starting with D, MA, F, C, B, R or J.
• BAS, PAYG Withholding (Wages), PAYG Instalment or PAYG Withholding (No ABN) transactions.

This can assist when GST is activated after transactions have already been recorded. For example, the tax code for receipts posted to non-debtor accounts can be changed.

Local Transactions | Transaction List Report

A General Ledger Transaction List can be produced for selected transactions in Local Transactions. The Report Distribution screen can also be used to include additional reports and supporting documents from DocMax.

The information included in the Transaction List Report is based on the search criteria applied in Restrict To and the fields included in Columns. Two report templates are available, and the report can be posted, emailed or saved in DocMax. If required, use Sort Order to arrange the transactions in a particular sequence or Advanced to increase the number of results returned.

1. Search for or select Local Transactions.
2. Load a saved search, if available, or use Restrict To to define the transactions to include. Use Columns to select the fields to display in the report.
3. If required, use Sort Order to arrange the transactions in a particular sequence or Advanced to increase the number of results returned.
4. Select Refresh to display the transactions.
5. Then select Report to open the Report Distribution screen.
   
   
6. The General Ledger Transaction List will be included in the Report Distribution screen. If required, select Report to include additional reports or add supporting documents from DocMax.
7. Select the configuration cogwheel, where the sort order and report template can be changed. To produce the Transaction List with GST, select the gentran1 template.
8. Review the Distribution Method and Recipient Type.
9. Select Proceed to produce and distribute the Transaction List Report using the displayed transaction information.