Search Invoices

Invoice Search View

The Invoice Search View is the main place to view, explore and search invoices.

Tip

Customise the views to efficiently access the data you need. You can customise the columns, sorting and filters on the grid. Learn how to use Views

1. From the Main menu, go to Finances > Invoice Search.
   By default, it displays all invoices generated during the current week.

2. Use the filters available to find the invoice(s) of interest.

   • Quick Search: Enter a student’s first name, last name or student number to locate the invoices by a specific student.

   • Invoice No: Search for an invoice using the Invoice No. When using this filter, all other filters, if any, will be ignored.

   • Location: Filter invoices belonging to the selected location. This is the location of the enrolment that the invoices belong to.

   • External Ref: Search for invoices using the External Invoice Reference.

   • Date Range: Filter invoices based on the selected date option and range.
     The options available are:

     • Invoice Date: Filters invoices with the invoice date within the specified range.

     • Due Date: Filters invoices with a due date within the specified date range.

   • If you need more filters, you can use Column Filters and the Advanced Filter.
     See this article for more details: Data Grids.

   • You can customise the grid by adding/removing columns as required. See this article for more details: Data Grids: Customise Data Grids.

3. Overdue invoices have some values in red to highlight the overdue status.

4. Click on the Invoice No. field to view the invoice details.

   

Tip
For better and easier management of overdue invoices, add the following columns to the grid:

• Overdue Flag: It indicates whether an invoice is overdue. You can use this column filter to view the invoices that are overdue only.

• Overdue Amount: It shows the amount that is overdue for an invoice.

• Overdue by (days): It shows the number of days that an invoice as been overdue.

Invoices that are overdue will have these values highlighted in red.

Actions on the Invoice Search View

From the Invoice Search View, you can take quick actions on one or multiple invoices using the grid actions. The available actions may vary depending on whether you select a single or multiple records and on your permissions. Some of these actions include, but are not limited to:

• Send an Email (single and bulk)

• Send an SMS (single and bulk)

• Merge a document (single and bulk)

Tip
Use these quick actions to swiftly send reminders (via email or SMS) or follow-ups for upcoming or overdue invoices.