Scenario
Customer would like to create a saved search will pull up posting transactions related to projects with expense account used.
Solution
1. Navigate to Lists > Search > Saved Searches > New
2. Click Transaction
3. Under Criteria tab, add the following:
2. Click Transaction
3. Under Criteria tab, add the following:
- Posting = is true
- Project : Internal ID = is not none
- Account type = is any of Expense, Other Expense
- Period = is FY 2020
Note: Period would depend on a specific period you're working on. It can be a whole financial year, quarter, or month.
4. Under Results tab, add the following:
- Date (Summary Type = Group)
- Period (Summary Type = Group)
- Type (Summary Type = Group)
- Document Number (Summary Type = Group)
- Name (Summary Type = Group)
- Account (Summary Type = Group)
- Amount (Summary Type = Sum)
Note: You may add other fields under results tab as necessary.
5. Still under Results tab, check "Show Totals" box to display total amount for your transaction search
6. Under Available Filters tab, add Account (Show in Filter Region = True) so we may filter the search results according to account
7. Name your search then click Save & Run
Note: If you match search results to your standard Profit and Loss (P/L) report, you may notice discrepancies. This may be due to the following:
- Not all transactions related to balances per P/L report are associated to project. It may include transactions that are not project-related.
- If you use Date, instead of Period on your Criteria, this may lead to discrepancies between your saved search and P/L report. Remember that it is possible that a transaction may have different transaction date and posting period. It will result to discrepancies between the said reports since P/L is based on posting period. Hence, using Period as part of your search criteria is more advisable than Date to match it on your P/L report.