Account Transaction History

Account Transaction History

Account Transaction History provides a comprehensive record of all transactions that have affected a specific account over time. This feature allows you to track every debit and credit entry, understand account activity patterns, and maintain a complete audit trail. This guide explains how to access and use Account Transaction History in EquiBillBook.

What is Account Transaction History?

Account Transaction History is a chronological record showing:

• All transactions posted to an account
• Transaction dates and times
• Source documents (invoices, bills, payments, journal entries)
• Debit and credit amounts
• Account balance changes
• Transaction descriptions and references
• User who created the transaction

Accessing Transaction History

To view Account Transaction History:

1. Navigate to the Accounts module
2. Go to Account Book or Ledger
3. Select the account from the dropdown
4. Set your desired date range
5. Click "View History" or "Transaction History"

Transaction History Features

1. Complete Transaction List

The history shows all transactions including:

• Sales Transactions: Invoices, credit notes, sales returns
• Purchase Transactions: Bills, debit notes, purchase returns
• Payment Transactions: Customer payments, supplier payments
• Journal Entries: Manual accounting entries
• Adjustments: Stock adjustments, corrections
• Transfers: Inter-account transfers

2. Transaction Details

Each transaction entry displays:

• Date: Transaction posting date
• Time: Transaction timestamp (if available)
• Reference: Document number (Invoice #, Bill #, JE #)
• Type: Transaction type (Invoice, Payment, Journal Entry)
• Description: Transaction description or narration
• Debit: Debit amount (if applicable)
• Credit: Credit amount (if applicable)
• Balance: Account balance after this transaction
• Related Party: Customer, Supplier, or other related entity

3. Filtering Options

Filter transaction history by:

• Date Range: Specific period (from date to date)
• Transaction Type: Filter by invoice, payment, journal entry, etc.
• Amount Range: Filter by transaction amount
• Reference Number: Search by specific document number
• Description: Search by keywords in descriptions
• Related Party: Filter by customer or supplier

4. Sorting Options

Sort transactions by:

• Date: Chronological order (oldest to newest or newest to oldest)
• Amount: Sort by transaction amount
• Reference Number: Sort by document number
• Type: Group by transaction type

Understanding Transaction Types

Sales Transactions

Transactions that affect income and receivables:

• Sales Invoice: Increases Sales Account (credit), increases Receivables (debit)
• Sales Return: Decreases Sales Account (debit), decreases Receivables (credit)
• Customer Payment: Decreases Receivables (credit), increases Bank/Cash (debit)

Purchase Transactions

Transactions that affect expenses and payables:

• Purchase Bill: Increases Expense Account (debit), increases Payables (credit)
• Purchase Return: Decreases Expense Account (credit), decreases Payables (debit)
• Supplier Payment: Decreases Payables (debit), decreases Bank/Cash (credit)

Journal Entries

Manual accounting entries that directly affect accounts:

• Adjustments and corrections
• Depreciation entries
• Accruals and prepayments
• Inter-account transfers

Transaction History Views

1. List View

Standard table view showing:

• All transactions in a table format
• Sortable columns
• Quick access to transaction details

2. Timeline View

Visual timeline showing:

• Transactions in chronological order
• Visual representation of account balance changes
• Transaction flow over time

3. Summary View

Grouped summary showing:

• Total debits and credits
• Transaction counts by type
• Period-wise summaries

Drilling Down into Transactions

From transaction history, you can:

• View Full Details: Click on any transaction to see complete information
• Open Source Document: Access the original invoice, bill, or journal entry
• Edit Transaction: Modify transactions if you have permissions
• Print Transaction: Generate a printout of transaction details
• Export Transaction: Export individual transaction data

Searching Transaction History

Use search functionality to find specific transactions:

• By Reference Number: Search for specific invoice, bill, or entry numbers
• By Amount: Find transactions with specific amounts
• By Description: Search keywords in transaction descriptions
• By Date: Find transactions on specific dates
• By Related Party: Search transactions for specific customers or suppliers

Transaction History Reports

Generate various reports from transaction history:

1. Detailed Transaction Report

Complete list of all transactions with full details.

2. Summary Report

Summary of transactions showing:

• Total debits and credits
• Transaction counts
• Opening and closing balances

3. Transaction Analysis Report

Analysis showing:

• Transaction trends
• Peak activity periods
• Transaction type distribution

Exporting Transaction History

Export transaction history in multiple formats:

• PDF: For printing and documentation
• Excel: For analysis and data manipulation
• CSV: For importing into other systems

Transaction History for Different Account Types

Asset Accounts

For asset accounts (Cash, Bank, Inventory), history shows:

• Increases (debits) and decreases (credits)
• Sources of funds and uses of funds
• Balance at any point in time

Liability Accounts

For liability accounts (Loans, Payables), history shows:

• Amounts owed (credits) and payments made (debits)
• Outstanding balances
• Payment history

Income Accounts

For income accounts (Sales, Revenue), history shows:

• Revenue earned (credits)
• Returns and adjustments (debits)
• Total income for the period

Expense Accounts

For expense accounts (Rent, Salaries), history shows:

• Expenses incurred (debits)
• Reversals and adjustments (credits)
• Total expenses for the period

Audit Trail

Transaction history serves as an audit trail showing:

• Who created each transaction
• When transactions were created
• Any modifications made to transactions
• Complete record of account changes

Tips for Using Transaction History

• Regularly review transaction history to monitor account activity
• Use filters to focus on specific periods or transaction types
• Export history for record-keeping and audit purposes
• Search for specific transactions using reference numbers
• Compare transaction history across different periods
• Verify all expected transactions are recorded
• Check for any duplicate or incorrect entries
• Use transaction history for reconciliation purposes

Common Use Cases

1. Account Reconciliation

Use transaction history to:

• Reconcile bank accounts with bank statements
• Verify all transactions are recorded
• Identify missing or duplicate entries

2. Dispute Resolution

Review transaction history to:

• Resolve customer or supplier disputes
• Verify payment and invoice records
• Provide transaction evidence

3. Financial Analysis

Analyze transaction history to:

• Understand account activity patterns
• Identify trends and anomalies
• Support financial decision-making

4. Audit and Compliance

Use transaction history for:

• Internal audits
• External audit support
• Regulatory compliance
• Tax preparation

Need Help?

If you need assistance with Account Transaction History:

• Ensure you have proper permissions to view account transactions
• Verify the account exists and has transactions
• Check date filters are set correctly
• Use search function to find specific transactions
• Contact support for help with complex transaction queries

Account Transaction History is a powerful tool for tracking account activity, maintaining audit trails, and ensuring accurate financial records. Regular review of transaction history helps maintain data integrity and provides valuable insights into your business finances.