The Receipt search view enables search and processing of invoices and other receipts entered in Procountor. The functions available in the view depend on the user rights.
User rights in Receipt search
To be able to use any functions on sales invoices in the Receipt search view, the user must have viewing rights at the minimum to section Sales/Sales invoice search. To be able to use any functions on purchase, travel and expense invoices, journal receipts and salary slips, the user must at least have the viewing rights to section Purchases/Search purchase invoices.
Receipt search view is divided into to sections. The search criteria are defined in the fields of the upper section and the search result is shown in the table of the lower section. The search results are shown below the search conditions and the functions that can be used on the search result can be found as a menu combined with the search results. The selected search conditions are not returned to defaults between Procountor sessions. The actual search is performed by clicking the Search invoices button.
The Search invoices button searches receipts according to the given search criteria and displays the search result in the lower section of the view.
The Clear button clears the given search criteria.
The Personal searches button can be used to save and recall frequently used combinations of search criteria (see details in the Personal searches function).
x button removes the search condition.
+ button adds a search condition.
In Receipt type and Status search conditions you can check selection All to select all receipt types at the same time. You can also select receipt types and statuses one by one.
Receipt types that you cannot search in combination with the selected search are inactive.
The receipt types affect the selectable statuses so that you cannot select a status, which is not valid for the selected receipt type.
Using the search criteria
You can combine the search criteria as needed. When you use several search criteria, they are combined with the conjunction AND, i.e. the search results will only include the receipts that fulfil all of the given search criteria.
You can include the * and ? characters in a text search. The * character represents any character string (also null), and ? represents any single character.
When searching by date, you can use the start date only to search for all items dated on and after that date. Alternatively, you can use the end date only to search all items dated up to and including that date or you can use them both to search for items dated within a period of time.
Available search criteria
This search criterion specifies searching by customer number.
- Customer address This search condition specifies search by the customer address.
This search condition specifies search by the selected dimensions.
Due date between
This search criterion specifies the range for the due date of the receipts to include in the search result.
This search condition defines in Search open invoices only either Due or Overdue receipts.
The person responsible for management
This search condition defines the search according to person defined in Management view’s Person in charge .
This search criterion can be used to limit the search to accrued or non-accrued receipts only.
Receipt date between
This search criterion specifies the range for the date of the receipts to include in the search result.
Accounting value and currency
This search criterion is used to search for receipts by accounting value and currency.
Accounting period between
This search criterion selects receipts dated to the accounting period within the specified period of time.
This search criterion is used to search for receipts by the invoice channel, e.g. Mail or Electronic invoice.
Invoice event information
When this search criterion is used, the system displays selection fields for the time period and event type, and a free text field for the name of the even factor. Details on invoice event information can be found here.
This search condition specifies search of receipts by the invoice number in the system. If the invoice number of the supplier has been entered in the Invoice sender’s invoice number field, that can be used when searching invoices in the Receipt search by the Invoice number search condition.
This search criterion specifies the invoice group, e.g. Group invoice.
This search criterion is used to search for receipts by billing address.
Invoices betweenThis search criterion specifies the range for the dates of the receipts to be included in the search results.
Not targeted at business partners
This search criterion specifies whether to search receipts only, which are not targeted at business partners.
Business partner targeted
This search criterion specifies search of receipts targeted at a selected business partner.
Business partner main group
This search criterion can be used to search for receipts by customer, supplier or person.
Business partner group
This search criterion enables searching for receipts by created business partner groups.
Business partner group defining
This search criterion is used to search for receipts by their current group or their business partner group at the time of creation.
This search criterion is used to search for receipts by the terms in the Additional information field.
Payment reminder has been sent
This search condition defines a search on the basis of information whether a payment reminder has been sent or not.
Pay date between
This search condition defines a search by the pay date between two selected dates.
Payment transactions until
This search condition available in Search open invoices only specifies payment transactions until a defined date.
This search criterion is used to search for receipts by the terms in the Notes field.
This search criterion is used to search for receipts by name.
This search criterion is used to search for receipts by dimension items.
Waiting for own verification
This search criterion is used to search for receipts waiting for own verification.
This search criterion is used to search for receipts waiting for personal approval.
Collection and penalty expenses
This search criterion is used to search for receipts by collection and penalty expenses.
This search criterion is used to search for receipts by the selected ledger account.
This search criterion specifies the statuses of the receipts to be included in the search results (it is possible to select several statuses simultaneously)
This search criterion is used to search for receipts by the business partner’s delivery address.
Delivery date between
This search condition defines a search by the delivery dates between two selected dates.
This search criterion specifies the receipt types to be included in the search results (you can select several receipt types simultaneously)
This search criterion is used to search by product name.
This search criterion is used to search by product name.
Last edited by
This search criterion can be used to search for receipts by the person who last edited them.
Bank reference code
This search criterion is used to search for receipts by the bank reference code in the system.
This search criterion specifies searching by the seven-digit company identifier.
This search criterion is used to search for receipts by the contact person entered in customer management.
Receipt types, to which the user does not have viewing rights at the minimum, are not shown in the menu. The receipt types to be shown are determined by the user rights as described below:
- Sales invoices and orders: viewing rights at the minimum to sections “New sales invoice” and “Sales invoice search”
- Purchase invoices and orders: viewing rights at the minimum to sections “New purchase invoice” and “Search purchase invoices”
- Travel and expense invoices: viewing rights at the minimum to sections “New travel- and expense invoice” and “Search invoices”
- Journal receipts: viewing rights at the minimum to sections “New journal receipt” and “Search invoices”
- Salary slips: viewing rights at the minimum to sections “Salaries” and “Search invoices”
- Period tax return: viewing rights at the minimum to section “Notifications”
You can include the * and ? characters in a text search. The * character represents any character string (also null), and ? represents any single character. If you e.g. search by the business ID but are not sure whether the business ID in the invoice is entered including or excluding the hyphen, you can use the format 1234567*8. This search yields business IDs both including the hyphen (1234567-8) and excluding it (12345678). When searching by the business ID, the VAT number in the invoice is also considered.
You can search a business partner either by the current business partner group or by the group at the creation date of the invoice. If main groups are in use, you can also search by them. The button next to the business partner group drop-down menu opens the business partner group search window, where you can search a business partner group by entering part of its name.
When searching by the invoice number you can specify the number interval by a hyphen (e.g. 10-15) or you can select specific numbers by separating them with a comma (e.g. 10, 12, 15). When searching purchase invoices by invoice number, the system also reads the information in the invoice sender’s invoice number field.
When searching by date (week, period) information, you can enter the start date, which selects all information starting from and including that date, and the end date, which selects all information up to and including that date, or both to form a date interval. It is also possible to define the Payment transactions until date, to search open invoices on that date.
By the dimension selection you can search receipts targeted at a selected dimension or invoices that are not at all targeted at any dimension. By the item selection you can specify the search to include one or more selected items. The button next to the item menu opens the item search window where you can search items by entering part of its name or by selecting from the list. You can select several items simultaneously by depressing the Ctrl and Shift keys.
By the ledger accounts selection you can search receipts posted to a selected account. You can select several accounts simultaneously. The button next to the ledger accounts menu opens the ledger accounts search window where you can search ledger accounts by entering part of its name or by selecting from the list. You can select several ledger accounts simultaneously using the Ctrl and Shift keys.
When searching by the accounting value you can use a < or > character in front of the value or define a range between two values separated by a hyphen. You can search receipts in a specific currency by selecting the currency from the drop-down menu.
By the group name selection you can search salary slips, invoices imported through the file import, invoices created by contractual invoicing, and journal receipts created by periodisation. Names shown in the drop-down menu can be hidden in the Invoice groups page.
Processing the search result
The search result on the basis of the used search conditions is displayed in the lower part of the Receipt search view.
You can sort the search result (e.g. by name or accounting value) by clicking on the column headers. The results remain sorted until you exit the view. You can alter the number of rows displayed by left-clicking and dragging the border between the search criteria and search result. The cursor turns into a bidirectional arrow at the correct location above the button bar.
The view contains the columns: Name, Company ID, Invoice number, Invoice date, Accounting value, Receipt type, Status, Due date, Payment date, Invoice channel, Attachments and Notes. In journal receipts the Accounting value column shows the debit value of the entries. In addition, the view contains the column Verification, if Sales invoice verification in Procountor is in use.Additional columns also include Payment date and Collection letters and instead of the Accounting value the column Open sum.
You can perform actions on the search result by using the buttons above the list or by right-clicking and selecting from the menu.
Functions in the button bar
Through the Invoice button you can navigate directly to the invoice view, to the receipt’s accounting page or to the Dimensions view. By the Attachments selection you can add attachment files to the receipt, and view or delete existing attachments (additional information on the Attachment files function). The opening view also contains the Next and Previous buttons for moving forward or backward in the search results.
The Preview button opens the selected receipt in printable format (HTML or PDF).
The Printable list button allows you to open the search result in different formats. The options include: Search result and VAT specification, Printable ZIP package, Printable PDF package, Brief export file and Extended export file. The Search result and VAT specification shows a list of receipts in HTML format and a VAT summary of invoices at the lower edge of the view.
The Printable PDF package creates only one PDF package of the selected receipts (no attachments). The Printable PDF package and attachments creates a PDF package but does not include attachments other than the PDF attachments. The Printable PDF package, only attachments contains only the PDF attachments.
The Printable ZIP packagewill include all file attachments. The finvoice.xml files included in e-invoices are not actual file attachments; they are created for browsing XML-format finvoice data.
Through thePayment button you can select to pay a single invoice or Payment of multiple invoices.
Through the Payment reminder button you can create a single or multiple Payment reminders. The Payment reminder button is not active if the search result contains no sales invoices.
Through the More actions button you can go to selections target payments and Group dimensioning selection that enables dimensioning of multiple invoices at the same time (see additional information on the Group dimensioning function).The Periodisations selection enables you to create several journals at the same time (for more information, see the Periodisations function). In addition, the button contains selections Approval and sending of multiple sales invoices Processing of multiple orders, Combine orders into an invoice, Group letter, Special situations,Invoice event information, Notes, Send, Create new invoice, Adjust to business partner and Create a new partner. With the Create a new partner function you can create a new business partner on the basis of the receipt selected from the search results. With the Adjust to business partner function you can adjust the selected receipt to the proper business partner.
Functions in the right mouse button menu
When you right-click on the search result, a drop-down list opens where you can find the functions under the button plus many more:
The Search result and VAT specification option exports the search results and VAT specification in HTML format to a new browser window, from where you can print or save it.
The Printable ZIP package option creates a printable ZIP package of the invoices or salary slips on the rows. The invoices or salary slips in the package are in PDF format, and all invoice attachments are included in the package.
The Printable PDF package option creates a PDF package of the invoices or salary slips on the rows. The invoices or salary slips in the package are compiled into a single PDF file, and all attachments that will be sent with the invoices are included.
The Invoice event information option shows a summary (Invoice number, Invoice total, Created, Edited, Sent, Paid, Invoice group, Payment reminder (sales invoices)) of the information on the selected invoice. If External financing is in use, events Financing material queued and Financing material sent are also shown in sales invoice information. In salaries the invoice total shows the net salary. Read more on the invoice event information here.
The Notes option opens a window in which you can view and edit the information in the Notes field of invoices/receipts, regardless of the status of the receipt. The number of characters in the Notes field is not limited.
The Create new invoice option allows you to create a new invoice/receipt of the same receipt type for the business partner on the selected row. If your user rights do not allow this, the program will notify you. The Create new invoice option can also be used for creating collection and penalty expenses invoices.
The Send option allows you to resend the selected sales invoice, which is in status Not sent or Sent and the invoice channel is not No sending. The invoice is sent so that is totally identical to the original. Resending leaves a marking in the Invoice information field. Resending is charged according to the price list.