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EMS Software, LLC

Searching for Transactions

A transaction in EMS can be one of four types—a deposit (deposit and damage deposit), a payment, an adjustment, or a refund.

Transaction Type

Description

Deposit

A deposit is the dollar amount paid in advance of a meeting or event before invoicing occurs.

• A deposit is added to a reservation. After you invoice the reservation, all outstanding deposits are applied to the invoice to reduce the balance due.

• A damage deposit is used to a collect a deposit that is not applied to an invoice and therefore, does not reduce the balance due. Instead, if the customer does not damage the room, any reserved equipment, and so on, then you must return the damage deposit to the customer by voiding the damage deposit transaction.

Payment

A payment is the dollar amount that is applied to an invoice to reduce the balance due. A pre-payment is similar to a deposit and is applied to a reservation.

Adjustment

An adjustment is a modification that is made to the amount due on an existing invoice. For example, if you send out an invoice to a group for $202.00 and the group sends you a check for $200.00, you can make an adjustment of “$2.00-” to close out the invoice.

Refund

A refund is the return of funds that have been applied to an invoiced reservation.

You can use the Browse Transaction function to search for any of these transaction types. The results are displayed in a list view. When you carry out a search in the for a transaction, you can carry out a basic search or an advanced search. A basic search is based on the basic information that you specify for a transaction when you first create it, such as the group to which the transaction applies, the department that generated the transaction, and so on. An advanced search is a field level search that is carried out the reservation level, the transaction level, or a combination of these. For example, in an advanced search, you can specify criteria as granular as the Bill To Contact at the reservation level.

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You can find all transactions for a reservation on the Transactions tab in the Navigator. See Layout and folder structure in The Navigator”.

To search for a transaction

1. On the EMS menu bar, click Billing > Other > Browse Transactions. The Browse Transactions window opens. The first time that the Browse Transaction window opens, the Filter tab is set by default to a basic search; otherwise, the Filter tab is set to the search type (Basic or Advanced) that you last carried out.

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2. Click the Basic/Advanced toggle to select the type of search that is to be carried out, and then continue to one of the following:

To carry out a basic transaction search.”

To carry out an advanced transaction search.”

Basic transaction search

1. Enter the search criteria.

Field

Description

• Starting Time

• Ending Time

The date range during which the transactions were carried out. Both are optional.

Group

Click the Search icon emsum_Billing_image015.png to open the Groups window and search for a for the group for which the transactions apply. See To search for a group and/or contact”.

Department

Leave the default value set to (all) or select a specific department that generated/issued the transaction.

Transaction Type

Leave the default value set to (all), or select a specific transaction type for which to search.

Invoice Number

If you are searching for a specific invoice or invoices, enter a search string.

Note: The search is not case-sensitive, but your search is limited to the exact order of characters in the string and it must begin with the information for which you are searching. For example, a search string of 10 returns 1000, 1017, but not 910.

Reservation ID

Leave the default value set to 0 to search for a transaction regardless of reservation ID; otherwise, enter the exact value of the reservation ID.

Amount

Leave the default value set to 0.00 to search for transactions regardless of the transaction amount; otherwise, enter the exact amount of the transaction.

2. Optionally, click Options and edit the default value the Number of Records to Return search option.

3. Click Get Data or Refresh. The search results are displayed on the Results tab.

Browse Transactions window, Results tab

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4. Optionally, do one or more of the following:

• The lower pane on the Results tab is an EMS Browser window. See An EMS Browser Window for all the features that are available for this pane.

• Click Print to print the search results.

• Click Export to export the search results to a Microsoft Excel spreadsheet.

• Select a search result entry for an invoice, and then click Email to open a
pre-addressed SMTP email to the group that is associated with the invoiced reservation. Complete and send the email as you would normally. (The invoice is sent as an attachment.) See Sending Email from EMS”.

• Click Filter to return to the Filter tab, make any necessary changes to the search criteria, and then repeat the search.

• Click Refresh to requery the database based on the current search criteria.

5. Click Close. Any changes that you made to the search results columns (position and width) remain in effect for any other searches that you carry out. If you want to reset the columns to their default values, see Resetting Column Settings”.

Advanced transaction search

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1. Optionally, enter a Starting Date, an Ending Date, or both.

2. Optionally, if the Starting Date and the Ending Date are the same, select Use Specific Times and enter specific time periods to search.

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Use Specific Times is available only if the Starting Date is the same as the Ending Date.

3. For each field level option by which to carry out the search:

• Select the field level option, and then click the Move button (>).

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To filter the list of available fields, in the Field Search field, enter a search string. Your search is limited to the exact order of the characters in the string, but the string is not case-sensitive and it can appear anywhere in the search results. For example, a search string of type returns Type, Payment Type, and so on.

• When prompted, enter a value or define the limits for the option, and then click OK.

The option is moved to the Filter Summary list.

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If you have specific fields and/or values by which you always want to carry out a search, then you can set up these fields to be your Favorite fields. See

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To view a selected field option in its entirety in the Filter Summary list, rest the mouse pointer on the entry. A tooltip showing the complete field option information opens.

Viewing a selected field option in the Filter Summary list

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4. Optionally, click Options and edit the default values for one or more additional search options—Date/Time Filter, Number of Records to Return, and Specific Room Filters.

5. Optionally, click Options and edit the default value the Number of Records to Return search option.

6. Click Get Data or Refresh. The search results are displayed on the Results tab.

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7. Optionally, do one or more of the following:

• The lower pane on the Results tab is an EMS browser window. See An EMS Browser Window for all the features that are available for this pane.

• Click Print to print the search results.

• Click Export to export the search results to a Microsoft Excel spreadsheet.

• Select a search result entry for an invoice, and then click Email to open a
pre-addressed SMTP email to the group that is associated with the invoiced reservation. Complete and send the email as you would normally. (The invoice is sent as an attachment.) See Sending Email from EMS”.

• Click Filter to return to the Filter tab, make any necessary changes to the search criteria, and then repeat the search.

• Click Refresh to requery the database based on the current search criteria.

8. Click Close.

Any changes that you made to the search results columns (position and width) remain in effect for any other searches that you carry out. If you want to reset the columns to their default values, see Resetting Column Settings”.

To set up favorite fields for a Transaction search

If you have specific fields and/or values by which you always want to carry out a Transaction search, you do not have to filter the list of fields on the All Fields tab for every search. Instead, you can set up each of these fields to be a favorite field with a specific value or limit if needed.

1. Open the Browse Transactions window, and make sure that the Advanced search features are displayed.

2. For each field that you are setting up as favorite field, select the field on the All Fields tab, and then click Add to Favorites. The field is added to the Favorite Fields tab.

3. Optionally, after you define a value or define the limits for a field, click Save Value on the Filter dialog box. The next time that you carry out a search, you can simply open the Favorite Fields tab or the Saved Values tab to carry out a search based on your customized list of search fields.