How to navigate to the Transactions Screen?


There are a number of ways to reach the Transaction screen. The most efficient way to reach the Display Transactions screen is from the Account Structure screen. Search/find the account that you would like to view the transactions and right-click the account title. This will open a pop-up with an option to navigate to the Transactions for the account. You can also, checkmark multiple accounts and then right-click the data grid to load transactions for multiple accounts. 



Another option is to use the Transaction menu tab and click:

Today: For all transactions in your view that were downloaded into Beacon this morning

This Week: For all transactions in your view that were downloaded into Beacon in the last week

Transactions: For all transactions in your view posted in the FY you are viewing. 



What data is on the Transaction Details Screen?  


You can customize the data on the screen by using the Customize Column Preferences icon (highlighted below). The modal allows you to drag and drop columns to add/remove/reorder the columns in the transaction list. Changes made here will only impact your view.  The first five columns will remain fixed as you scroll. 

To learn more see the article on How to Edit Columns





How to search and filter data on the Transaction Screen?


Below are the basic filters you can use to filter your set of results on the Transactions screen: 

  1. OO/PS -The OO/PS drop-down list allow you to set up the query to find records that are only OO (Other Objects), only PS (Personal Services), or both. If your user profile only allows access to OO data, you will not see this drop-down list.
  2. Object Class code(s) - You can set up the query to find records for just a particular OC code or OC code family. For example, you would type 25*.** to find records on all transactions with an OC code that starts with 25. Or 259.** for just the OC codes that start with 259. Or 251.18 for just the 251.18 OC codes.
  3. Accounting Month/Period - This drop-drown allows you to filter your results by the Accounting Date. The accounting date is the official date recorded by OFM for the transactions. For most transactions, this is the same as the Processed On date. By default, this is set to YTD. Other options for filtering by the Accounting Date include months or quarters.
  4. Processing Date- The Processing Period allows you to filter your results by the Processed on Date. The Processed On Date is when the transaction was officially posted to nVision. You can select a preset time frame from the Processed drop-down or get specific by selecting a custom date range in the from and to text-boxes.
  5. Imported On-  The Imported on filters limit your results by the Imported On Date. The Imported On Date is when the transaction was downloaded/imported in Beacon. This is typically the day after the Transaction was processed. You can select a preset time frame from the Processed drop-down or get specific by selecting a custom date range in the from and to text boxes. 


More Filters


To apply advanced options for filtering your transactions, click the More Filters button. 


The Advanced Search options will open in a sliding panel.

 

From here, apply your filter by typing in the criteria in the text box or clicking the gear icon found to the right of the field and choosing the criteria from the pop-up. 


Note that the % is a wildcard search value. For example, if you are searching the Document # filter you could enter 123456% to find all transactions that start with the numbers 123456. Therefore, 123456*1 and 123456 *2 would be possible results. 


When you have finished adding the additional search options, click Apply Filter Set. 



Sorting Transactions



Clicking on a column heading re-sorts the rows by that column.  For example, to sort the rows by Document Number, click on the "Document Number" column heading:


You can also sort the data by multiple column headings.  Hold the Shift button as you click on different columns to sort the data by.



Just above the column headings is a row containing the following options:

  • The Summarize drop-down allows you to view the data either by root document number, root order number, or root summary document number (aka related):


  • Clicking the Export to Excel icon pulls the information from the screen into an Excel spreadsheet. 

  • Set your number of Results/Page on the Display Transactions screen by using the Show entries drop down found near the bottom of the page. Beacon Finance will store this as your default number of results per page.