Document Search Utility

The utility can be used to search for a selection of existing documents using a variety of search filters to narrow the list of documents that are returned.

Note: When a filter data field is left blank or ALL, then no restriction is applied on that search category.
The search selection fields are date sensitive.

The selection filter prompts on the View Document screens are:

DIVISION, "ALL" OR "SEL"
This search category applies to all document types except Exchanges or Warehouse Transactions.

• Type ALL to include documents for all divisions, in the search.
• To generate the document list for a single division, leave this field blank for the Head Office Division, or enter a specific division code, or select a division from the drop-down list.
• Type SEL to select a region or a range of divisions to include, as outlined in Division Select By Region.

LOCATION, ALL, OR SEL
This search category applies to all document types except Exchanges.

• Type ALL to include documents for all locations in the search.
• To generate the document list for a single location, leave this field blank for the Head Office, or enter the specific division code, or select a division from the drop-down list.
• Type SEL to select a region or a range of locations to include in the search, as outlined in Division Select By Region.

BILLING STATUS OF DETAILS
This search category applies only to Contracts.

Select one of the following billing status options:

• Select Billed to only include contracts on which one or more items have already been billed.
• Select Unbilled to include only contracts on which one or more items have not yet been billed.
• Select Both to include contracts regardless of billing status.

INVOICE TYPES TO INCLUDE
This search category applies only to Invoices.

A window is provided listing the various types of invoices.

• Check the box beside each invoice type to include it in the search.
  
• Uncheck the box beside each invoice type that should not be included in the search.

SEARCH DOCUMENTS IN
This prompt applies only to Contracts, Invoices, and Work Orders.

Select one of the following options:

• Select Current to view only documents in current status.
• Select Batch to view only Invoices in batch posting status.
  This does not apply to Contracts or Work Orders.
• Select History to view only documents in history.
• Select Both to include all documents regardless of status.

DOCUMENT STATUS

This prompt applies only to Contracts, Reservations, Purchase Orders and Warehouse Receiving Transactions.

Select one of the following options:

• Select Open to view only active documents that have not been filled or closed.
• Select Closed/Honored to view only completed and closed documents.
• Select Both to include all documents regardless of status.

A Details Contract Search Default can be setup for Contract searches in the Company Contract Parameters.

QUOTATION TYPE

This prompt applies only to Quotations.

Select one of the following options:

• Select Rental to view only rental quotes in the list.
• Select Sales to view only sales quotes.
• Select Both types of quotations.
  Document numbers may appear duplicated if the same number has been used for a sales and also a rental quote.

OPEN ORDERS ONLY

This prompt applies only to Sales Orders.

• Check this box to only include sales orders that have not been completely filled.
• Uncheck this box to include all sales orders, including open and completed orders.

BACKORDERS ONLY

This prompt applies only to Sales Orders.

• Check this box to only include open sales orders that have items that have quantities that been flagged as on backorder.
• Uncheck this box to include all orders regardless of the backorder flag.

ADDITIONAL OPTIONS

This search category applies to all document types.

A window is provided to apply further filters to the search, including selection ranges by document number, for a time period, by customers, vendors, sites, products, classes, and groups.
A search option is also provide by billing name, shipping name, and name keyword search option, for all documents except Exchanges and Warehouse Receiving Transactions.

Search Results:
The resulting list of documents displays the document number, and customer/vendor name.

Windows are provided to drill down to the details on each of the Header, Details, and Totals, portions of the document as outlined in View Document Information.
This varies according to the type of document requested, and can include the transactions, or source document, or resulting document when applicable.

Exchanges and Warehouse Receiving Transactions are a little different, and include dates and an EXP/CON button to view details on the product transactions.

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Topic Keyword: (3739)