Viewing Account Transactions
The Account Transactions form shows every transaction for a specific account with running balances, date filtering, sorting, and pagination. This guide covers how to access and navigate it.
Opening the Transaction View
There are several ways to open the transaction history for an account:
- From Chart of Accounts — Right-click an account and select Account Transactions, or double-click the account row
- From Financial Reports — Right-click an account row in the Trial Balance, Profit & Loss, or Balance Sheet and select View Transactions
- Double-click on any account row in the financial reports to drill down to its transactions
The form requires the FIN_VIEW_TRANSACTIONS permission.
Understanding the Grid
The transaction grid displays the following columns:
| Column | Description |
|---|---|
| Transaction Number | Auto-generated identifier in TXN-YYYY-NNNNN format |
| Transaction Date | When the transaction was recorded |
| Debit Amount | Amount debited to this account (if applicable) |
| Credit Amount | Amount credited to this account (if applicable) |
| Running Balance | Cumulative balance after this transaction |
| Payee Name | The vendor, employee, or entity involved |
| Other Account | The counter-party account in the transaction |
| Description | Memo or description of the transaction |
| Entry Recorded By | Whether the entry was made by a user or the system |
| Entered By Name | The name of the user who created the entry |
System-generated transactions (created automatically by invoice processing, bill payments, and similar operations) are highlighted in yellow and are read-only.
Date Filtering
The form provides two ways to filter by date:
Preset Date Ranges
Use the preset dropdown to quickly select common ranges:
- Today, Yesterday
- This Week, Last Week, Last 2 Weeks
- This Month, Last Month
- Last 3 Months, Last 6 Months
- This Year, Last Year
- All Dates
Custom Date Range
Set specific start and end dates using the date pickers, then click Refresh to reload.
Sort Order
Use the Sort Order dropdown to display transactions in ascending (oldest first) or descending (newest first) order. The running balance recalculates automatically based on the sort direction:
- Ascending — Balance starts at zero and accumulates forward through time
- Descending — Balance starts at the total and walks backward through time
Location Filtering
The Location dropdown filters transactions to a specific store. When All Locations is selected, all transactions for the account are shown regardless of which location recorded them.
Lazy-Load Pagination
For accounts with many transactions, the grid loads data in pages. As you scroll to the bottom, the next page loads automatically. This keeps the initial load fast even for accounts with thousands of transactions.
Account Balance
The account balance label at the top of the form shows the current total balance for the account. It is color-coded:
- Green — Positive balance
- Red — Negative balance
Tips
- Use preset date filters for quick period reviews. “This Month” is the most common starting point.
- Double-click a transaction to open it for editing (requires FIN_EDIT_TRANSACTION)
- Right-click for more options including creating new transactions, deleting, and viewing audit history