Audience: Accounting Manager or Payment Authorizer
Summary: Reviews how to use the "Advanced Search" functionality to filter invoices on the Invoices tab and to filter invoices, payments, vendors, credits, and alerts on the Search tab.
This article covers:
- Advanced Search: Invoices Tab
- Advanced Search: Search Tab
Advanced Search: Invoices Tab
Audience: Accounting Manager
Click on the Invoices tab. Click the dropdown arrow to show the Advanced Search option. Click on Advanced Search.
Use as many of Advanced Search fields and dropdowns as desired. Click Search.
On the Accounting Manager application Invoices tab, users may filter the list of invoices via the following criteria:
- Keyword (asterisks * can be used as wildcards)
- Vendor name
- Invoice Number (asterisks * can be used as wildcards)
- Invoice Date range
- Invoice Due Date range
- Invoice Amount range
- Remaining Amount range
- Currency
- GL Account
- Invoice Status (Unpaid, Partially Paid, Draft, Awaiting Sync, On-Hold)
- Invoice Approval Status (Awaiting, Approved, Rejected, Not Sent)
- Default Payment Type
- Invoices flagged as duplicates
- Sync failures
- Unreviewed Invoices (have not yet been Opened and Saved)
- PO # (Purchase Order Number)
- Purchase Order Status
Filters specific to a user's accounting package (i.e. specific coding dimensions) are also available:
- Purchase Order Match Status (Netsuite, Xero)
- Department (Netsuite, Intacct, QuickBooks Online, Xero, File Connect)
- Class (Netsuite, Intacct, QuickBooks Online, QuickBooks Desktop, File Connect)
- Location (Netsuite, Intacct, Xero, File Connect)
- Project (Intacct)
- Employee (Intacct)
- Item (Intacct)
- Customer (Intacct, QuickBooks Online)
- Warehouse (Intacct)
- Job (QuickBooks Desktop)
- Subsidiary (Netsuite)
- AP Account (Netsuite, Great Plains)
- Discount Applied (NetSuite, QuickBooks Desktop, Great Plains, File Connect)
- Vendor Category (Netsuite)
Users may apply several filters at once to further pare down the results list.
Filters applied on the Accounting Manager Invoices tab will persist within a user's login session such that the user need not re-apply filters within the same login session.
Users may remove or edit filters at any point during their login session.
Advanced Search: Search Tab
Audience: Accounting Manager or Payment Authorizer
Note: Payment Authorizers cannot view the Vendor sub tab for internal control purposes.
Click the Search tab. Click Advanced Search.
Users can also click the desired sub tab first - Vendors, Invoices, Documents, Payments, Credits, Alerts, or POs (if supported) - before clicking Advanced Search.
In the Data Type dropdown, select the desired sub tab to update the available search fields.
Asterisks * can be used in certain fields as wildcards.
Once the desired data set has been searched, click Download Report to view additionally available report columns in .csv format. For example: Search > Invoices > Download Report has 25 columns of data once downloaded.