Invoice search results

You might want to search for invoices on a daily, weekly, or as-needed basis to monitor and manage their status. For example, you might want to search for invoices that are:

There are two ways to perform invoice searches: Selecting a list of invoices in a particular state from the [view] link in the Invoice Summary section, or using the Search form at the top of the Invoice Manager page.

Invoice search results are listed so you can view and manage the Invoices in the list. There is a limit of 250 results.

The search results are shown in a ListView. Individual invoice records can be opened by clicking the ID link. Multiple records can be selected by checking the box next to the record. Checking the column header box checks all records in the search results. Buttons below the results allow checking all, clearing all, checking records on that page and clearing checks on that page. When records have been checked, the page refreshes to expose the Bulk Actions at the bottom which might be taken on all the records that have been selected. See the Selection checkbox in the table below.

To search and view a list of Invoices, follow these steps:

  1. In the Accounting accordion menu, select Invoice Manager. The Invoice Manager dashboard opens. See Invoice Manager.
  2. Search or locate the invoices. The Invoice search results page appears.

The following table describes the components of the Invoice search results:

Fields and Buttons Description
Search results listing A listing of all identified items that met the search criteria including:
  • ID: The ID. Clicking the ID opens the Invoice Details page.
  • Tag: Tag of the order.
  • Catalog: Item catalog used for the order.
  • Site: Site (such as retail store or warehouse) where inventory is allocated and fulfilled for the order.
  • Date: The Date associated with the invoice.
  • Linked Order #: Displays any orders that are linked to this invoice.
  • Company: The company associated with the invoice.
  • City/Region: The city/region associated with the invoice.
  • Currency: The currency used for the Invoice.
    Note: Order Management supports 128 currencies for processing orders, payments, invoices. Currency refers to the money or 'medium of exchange' used in a country, such as U.S. dollars, British pound sterling, or European euros.See Multiple Currencies.
  • Total: The amount of the invoice
  • Balance: The remaining balance of the invoice.
  • Status: The workflow status of the invoices including:
    • Waiting Fulfillment: New invoices are created when the shipping order is approved. It's "Waiting Fulfillment" until the shipping order is closed.
    • Waiting Approval: Invoices that have not yet been approved. This step might be turned Off or On in Preferences. To auto-capture upon shipment, then the Invoice Approval step needs to be turned off.
    • Waiting Payment: Invoices for which a balance is due.
    • Waiting Filing: Invoices that are pending filing. This step might be enabled or disabled in Order Preferences.
Selection checkbox Selects one or more invoices requiring an action. When one or more selections are made, a new section at the bottom of the page appears where you can can perform a number of actions including Advance the Workflow, Print Invoices, Change Flag, Change Tag, Clear Alert, Suspend Invoices, Unsuspend invoices for the selected records.
ID link Opens the Invoice details page where you can view/clear alerts, add payments, attach records, view transactions and system details regarding the customer.
Check All button Selects all record boxes.
Clear All button Clears all selected record boxes.
Check Page button Selects all record boxes on the page
Clear Page button Clears all selected record boxes on the page.
Spreadsheet icon ( ) Shows the search results in an spreadsheet.