Overview
The Transaction History screen lets you search and view the full history of transactions across your assets. This includes additions, depreciation, revaluations, disposals, and transfers. The screen is available to users with the enquiry permission.
Getting here
From the sidebar, click Reports, then click Transaction History.
What you can do on this screen
Search for transactions by asset code, description, reference, or audit number
Filter transactions by type, status, date, amount, category, location, and other criteria
Sort transactions by column
Select which columns to show or hide
Resize columns to suit your needs
Select individual transactions or all transactions
Export transactions to CSV, Excel, or PDF
Save and reuse filter combinations
Navigate directly to an asset record from a transaction row
Searching for transactions
In the Search transactions field at the top of the screen, type your search term.
The table updates automatically as you type.
The search matches against asset code, asset description, reference, audit number, and detail fields.
To clear your search, delete the text from the search field.
Filtering transactions
The Filters panel lets you narrow down the transactions shown in the table. Open it by clicking the Filters tab in the right panel.
Applying filters
Click the Filters tab in the right panel.
Set one or more filter criteria (see the filter options below).
Click Apply Filter to update the table with your chosen filters.
Available filter options
Company -- select a specific company to show transactions for that company only.
Transaction Type -- select one or more transaction types: Addition, Depreciation, Revaluation, Disposal, or Transfer.
Transaction Status -- select one or more statuses: Draft, Pending, Approved, Posted, or Rejected.
Transaction Date -- set a from date, a to date, or both to filter by date range.
Transaction Amount -- enter a minimum value, a maximum value, or both.
Asset Category -- select one or more asset categories.
Asset Location -- select one or more locations.
Created By -- select one or more users who created the transactions.
Year -- select one or more financial years.
Period -- select one or more accounting periods (1 to 12).
Asset Code -- enter a full or partial asset code to match against.
Asset Description -- enter a full or partial description to match against.
Reference -- enter a transaction reference to match against.
Saving a filter
Set your filter criteria in the Filters panel.
Click Save and Apply.
Enter a name for the filter.
Click Save.
The filter is saved and applied. You can reload it at any time from the saved filters dropdown at the top of the Filters panel.
Loading a saved filter
Open the Filters tab in the right panel.
Select a filter from the saved filters dropdown at the top of the panel.
The filter is applied automatically.
Clearing filters
Open the Filters tab in the right panel.
Click Clear All to remove all active filters.
Sorting the table
Select a column heading to sort the table by that column in ascending order.
Select the same column heading again to switch to descending order.
Select the same column heading a third time to remove the sort.
You can sort by the following columns: Audit No., Code, Description, Reference, Date, Year, Period, Type, Start Net Book Value, Movement Value, Depreciation Movement, and End Net Book Value.
Choosing which columns to display
Click the Columns tab in the right panel.
Tick or untick columns to show or hide them.
Drag columns to reorder them in the table.
Default columns (shown by default)
Audit No.
Code
Description
Reference
Date
Year
Period
Type
Start Net Book Value
Movement Value
Depreciation Movement
End Net Book Value
Detail
Target Year
Target Period
Optional columns (hidden by default)
Sub Ledger
Category
Status
Percentage
Transferred To
Transferred From
Project
Cost Centre
Disposal Reason
User
Resizing columns
Hover over the right edge of a column heading until the cursor changes to a resize handle.
Click and drag left or right to adjust the column width.
You can also use the keyboard: focus the column divider and press the left or right arrow keys.
Selecting transactions
To select a single transaction, tick the checkbox at the start of its row.
To select all transactions, tick the checkbox in the table header row.
When you select a transaction, the Actions panel opens automatically.
Exporting transactions
Open the Actions tab in the right panel to access export options.
Exporting all transactions
Click the Actions tab in the right panel.
Under Export, choose one of the following:
Export to CSV -- downloads all visible transactions as a CSV file.
Export to Excel -- downloads all visible transactions as an Excel spreadsheet.
Export to PDF -- generates a PDF report of all visible transactions in landscape format.
Exporting selected transactions
Select one or more transactions using the checkboxes.
In the Actions tab, under Export Selected, choose one of the following:
Export Selected to CSV -- downloads the selected transactions as a CSV file.
Export Selected to Excel -- downloads the selected transactions as an Excel spreadsheet.
The export includes only the columns currently visible in the table.
Viewing an asset from a transaction
In the Code or Description column, select the linked text for any transaction.
You are taken to the asset record for that asset.
Pagination
When there are more transactions than can fit on one page, pagination controls appear at the bottom of the screen.
The footer shows how many entries are displayed out of the total, for example "Showing 1-25 of 150 entries".
If you have applied filters, the footer also shows the total number of transactions before filtering.
Use the First, Previous, Next, and Last buttons, or select a page number, to move between pages.
The footer displays the Total Movement Value across all transactions matching your current search and filters.
Field reference
Field | Description |
Audit No. | The audit number assigned to the transaction. |
Code | The unique code identifying the asset. Links to the asset record. |
Description | A description of the asset. Links to the asset record. |
Reference | The transaction reference, such as a batch reference. |
Date | The date the transaction took place, shown in dd/mm/yyyy format. |
Year | The financial year of the transaction. |
Period | The accounting period of the transaction (1 to 12). |
Type | The type of transaction: addition, depreciation, revaluation, disposal, or transfer. |
Start Net Book Value | The net book value of the asset before this transaction. |
Movement Value | The monetary value of the transaction. |
Depreciation Movement | The depreciation amount applied in this transaction. Shows 0 for non-depreciation transactions. |
End Net Book Value | The net book value of the asset after this transaction. |
Detail | Additional detail or a description of the transaction. |
Target Year | The target financial year, if applicable (for example, for transfers). |
Target Period | The target accounting period, if applicable. |
Sub Ledger | The sub-ledger code associated with the transaction. |
Category | The asset category at the time of the transaction. |
Status | The current status of the transaction: draft, pending, approved, posted, or rejected. |
Percentage | The depreciation percentage, if applicable. |
Transferred To | The location or entity the asset was transferred to, if applicable. |
Transferred From | The location or entity the asset was transferred from, if applicable. |
Project | The project code associated with the transaction, if applicable. |
Cost Centre | The cost centre code associated with the transaction, if applicable. |
Disposal Reason | The reason for disposal, if the transaction is a disposal. |
User | The user who prepared or created the transaction. |
Messages you may see
Message | When it appears |
Loading transactions... | The screen is loading transaction data. Wait for it to finish. |
No transactions found | No transactions match your current search or filter criteria. Try adjusting your search or filters. |
No transaction history available yet | There are no transactions recorded. Transactions will appear here after they have been processed. |
Failed to load transactions. Please try again. | The system could not retrieve transaction data. Check your network connection and try again. |
Exported [number] transaction(s) to CSV | Your CSV export completed successfully. |
Exported [number] transaction(s) to Excel | Your Excel export completed successfully. |
Exported [number] transaction(s) to PDF | Your PDF export completed successfully. |
Failed to export data | The export could not be completed. Try again. |
Please configure at least one filter before saving | You tried to save a filter without setting any filter criteria. Set at least one filter before saving. |
Filter '[name]' saved successfully | Your filter was saved. |
Filter '[name]' updated successfully | Your saved filter was updated with new criteria. |
Filter deleted successfully | The saved filter was removed. |
Failed to save filter | The filter could not be saved. Try again. |
Failed to load saved filters | Previously saved filters could not be loaded. Try refreshing the page. |
Failed to delete filter | The saved filter could not be removed. Try again. |
Filter not found | The filter you tried to update or delete no longer exists. |
No data to export | There is no data available to export. |
Try adjusting your search criteria | Your search returned no results. Broaden your search term. |
Unsaved changes | You have changed filter settings that have not been applied or saved. |