There are a few things that you need to take into account to understand why the Account Transactions report is slow (at least initially).
The Account Transactions Report is actually a time machine report. By this I mean that it contains all transactions ever posted, including any transactions that have been reversed/voided/modified etc. You can “go back in time” by filtering on the “Created Date” but unfortuately this is just a date, not a date & time, which would be more useful.
The speed is slow the first time you run the report it has to pull in ALL the transactions. The main reason it takes a lot of time is purely because of the volume of transactions (i.e. it includes a lot more that the transactions you would see directly in Xero as mentioned above).
However, the second time you run the report DO NOT run it the same way you do it the first time, you only need to APPEND transactions. DataDear records the time the report was run and just adds lines since the report was last run so this is much quicker, you just have to make sure you don’t manually change any lines in the tab that generates the transaction lines.****
Unfortunately there doesn’t appear to be an option to automatically refresh this report and I haven’t figured out an easy way to filter out the “non-current” transactions (voided/deleted etc) so I have found it is easier to run the transaction report directly out of Xero, save the downloaded reports directly to a specific folder that is only used for these reports (you don’t even have to open them, and then use Excel’s Power Query function, which looks complicated, but is very easy to use, to consolidate the transactions, allowing you to use the data in any Excel workbook, blank or existing, to review/report on the transactions.
Using the Power Query function in Excel also helps when you need to add data from various Data Dear reports to the transactions, i.e. Hyperlinks/Splitting out the Vendor (I can’t believe Xero doesn’t do this) or linking transactions (i.e. Batch Payments, which Xero has very limited functionality for.
In summary, while the Account Transactions Report in DataDear has cruicial detail need for some tasks, you should definitely only use the Append function after running it the first time but also consider options (like the Excel Power Query in conjunction with DataDear) to maximise DataDears benefits.
Hope this helps…
Excel’s PowerQuery can handle A LOT of lines, as it can extract the lines from multiple workbooks/csv files and stores them in a special table, rather than a tab, it allows you to work with massive data sets.
One of the best things is that once it is set up for a particular report, it is all automated, so you just hit refresh, you don’t even need to open the source workbook and can modify the output by having the query change column titles, add account mapping, filter out transactions not needed etc.
It’s like a pivot table on steroids.
Let me know if you want some pointers on using it.