Invoice Search

The ability to search for an existing invoice is provided in the document number field on each of the invoice entry programs in Change mode, and in the print document selection programs, the reporting options, and the invoice inquiries.

Multiple search filters can be used to narrow the list of invoices that is returned from the search.

When a filter data field is left blank or ALL, then no restriction is applied on that search category.

Note: The search selection fields are date sensitive.

The prompts are:

BILL TO NAME

Leave this field blank to include all invoices or enter the first few characters of the billing name from the document to filter the search by Billing Name.
Note: This is not the Alpha Key from the customer file. This is the name printed on the document for billing.

SHIP TO NAME

Leave this field blank to include all invoices or enter the first few characters of the shipping name as it prints on the document to filter the search by Site or Shipping Name.

CUSTOMER NUMBER

Accept ALL to include invoices for all customers, or enter the customer number to display invoices for a specific customer, or search for the customer in the Accounting Customer Search window.

SITE#

Accept ALL to include invoices for all sites, or window to lookup a specific site, as outlined in Site Search.

I.D.

Leave this field blank to include all customers in the search, or enter the first few characters of I.D. information to find only documents with this customer I.D.

REFERENCE

Leave this field blank to include all customers in the search, or enter the first few characters of Reference information to find only documents with this customer Reference.

PURCHASE ORDER#

Leave this field blank to include invoices with or without a P.O. in the search, or enter any few characters in the P.O.# to find only documents with a Purchase Order number that includes these characters.

PRODUCT DESCRIPTION

Leave this field blank for all products, or enter the first few characters of the description for the product as stored in the product file.

PRODUCT NUMBER

Accept ALL product numbers, or enter the product number to search for invoices by product, or select a specific Rental or Sales product in the Inventory Search window.

PRODUCT GROUP

Accept ALL Groups, or to search for invoices by product group enter the Group, or select one from the Product Group Search.

PRODUCT CLASS

Accept ALL Product Classes, or to search for invoices by class enter the class, or select a specific class from the Product Class Search.

SEARCH INVOICE IN

Select an invoice status to narrow the search:

• Click Current to select only invoices that have not been posted and accepted in Daily Close 1: Invoice Edit.
• Click Batch to view only invoices that have been assigned a Batch status and have been posted through Daily Close 1: Invoice Edit, but have not yet been posted through Daily Close 2: Generate Postings.
• Click History to view invoices that have been posted through Daily Close 2: Generate Postings so that the Sales History has been written.

  Note: When the search is for invoices in history, a date range can be set to further narrow down the search range.

Finished?

Click ACCEPT to initiate the search or CANCEL to abort.

Search Results:
The resulting list of invoices displays the document number, billing name, date, and shipping name.
Documents that are displayed are limited to the Divisional Restricted Views assigned to the operator.

• Types of Invoices:
• If the search is generated from a reporting option or from the Miscellaneous Invoice program, all types of invoices in the selection range are listed in the search results, including Order Invoices and Point Of Sale Invoices, however only invoices created in Miscellaneous Invoices can be selected to be re-accessed in the "Miscellaneous Invoices" program.
• If the search was triggered specifically from a Sales Order Invoice program, only invoices converted from an order in Bill Sales Order or created in Sales Order Invoices will be listed in the search results.
  
• If the search was triggered specifically from a Work Order Invoice program, only invoices converted from a W.O. in Work Orders or from a W.O. Estimate will be listed in the search results.
  
• If the search was triggered specifically from a Point Of Sale Invoice program, only invoices created in Point Of Sale Invoices will be listed in the search results.
• If the search was triggered from Reverse Rental Return by Invoice, only CURRENT invoices created from Rental Return will be listed in the search results.
  Invoices that have merged billings cannot be selected to reversed.
• If the search was triggered from Reverse a Cycle Billed Invoice, only invoices created from Cycle Billing - Generate Invoices or Bill A Single Contract will be listed in the search results.
  Invoices that have merged billings cannot be selected to reversed.

The document list can be resorted by any column in ascending or descending order, by clicking on the column heading.
Columns can also be dragged and dropped to temporarily reposition them as required.

Highlight an invoice and click on the DETAILS button to drill down to view the document header information, the product details, the document totals with services, and other related documents such as source contract or resulting invoices. This varies according to the type of document listed, as outlined in View Document Information.

To select an invoice from the list, double-click on the appropriate record, or highlight the record and click the SELECT button.