Receipt search

You can access Receipt search view through Search section in the main menu. All receipt types can be searched through the same Receipt search. In this article, you’ll find information on how to use Receipt search. We will go through the search criteria, as well as the buttons and functions of Receipt search view.

 

Search criteria

 

Advanced search

Click on the image to enlarge it.

Below Search criteria section, you’ll find Advanced search. The search criteria of advanced search appear when clicking on the downward-facing arrow on the right hand side of the section. The search criteria changed depending on the selected Search type. Advanced search includes the following search criteria:

• Accrual receipts
  • None selected: default selection
  • Only not accrued receipts: search only for receipts that have not been accrued using Accrual tool
  • Only accrued receipts: search only for receipts that have been accrued using Accrual tool
• Definition of business partner group
  
  • Current group: search for receipts allocated to a business partner currently belonging to the group selected in Business partner group search criterion
  • Group at the time of writing: search for receipts allocated to a business partner that originally (when the invoice was created) belonged to the group selected in Business partner group search criterion but may no longer belong to that group
• Due
• Waiting for own verification
• Personal approvals
• Payment reminder has sent
  • None selected: default selection
  • Yes: search only for receipts of which a payment reminder has been sent
  • No: search for only receipts of which no payment reminder has been sent
• Additional receipt selection
  • Search unfocused only: by default, this selection is not ticked. When ticked, only receipts that are not allocated to any business partner will be included in the search.
  • Search unpaid only: by default, this selection is not ticked. When ticked, only receipts that are unpaid will be included in the search.
  • Search flagged invoices only: Searches invoices which have been flagged in Accounting page or Verification view. More about flagging here. 
• Business partner group
  • the menu includes all business partner groups set in Procountor. When selecting a business partner group from the menu, only receipts allocated to a business partner belonging to that group will be included in the search.
• Business partner main group
  • the menu includes all business partner main groups set in Procountor. When selecting a business partner main group from the menu, only receipts allocated to a business partner belonging to that main group will be included in the search.
• Invoice channel
  • the menu includes all invoice channels available in Procountor. When selecting an invoice channel from the menu, only receipts that have the selected invoice channel will be included in the search.
• Invoice group
  • enables searching receipts created through Group invoice function or Accrual tool by their invoice group name. The menu includes all invoice groups generated in Procountor.
• Manager responsible
  • the menu includes all the users of the company’s Procountor environment. When selecting a user from the menu, only receipts allocated to a business partner for which the user is set as the person in charge (in the business partner’s Management view) will be included in the search.
• Last edited by
  • the menu includes all the users of the company’s Procountor environment. When selecting a user from the menu, only receipts last edited by the selected user are included in the search. 
• Verification entry author
• Accounting period between
  • search receipts by their accounting period.
• Booking date between
  • search receipts by their accounting date.
• Delivery date between
  • search receipts by their delivery date.
• Payment date between 
  • search receipts by their payment date.
• Due date between
• search receipts by their due date.
• Payday between
  • search salary slips by their payday.

Alternatively, you can choose a fixed date range from the Or select date range menu found under each date between search criteria. Options in the menu are the same as for search criterion Invoices between.

• Purchase invoice receiving
  • this menu lists all receiving operators that have been once saved in the E-invoice and scanning addresses view. It is not necessary for these operators to be currently active, but they must have been saved in the environment at some point.
• The Cash discount due date
  • search is visible when Cash discount is activated for sales and / or purchase invoices in Usage settings.  Invoices can be search based on the due date of the cash discount.  

Payment transactions until search criteria is visible when Search type is Open invoices. 

• Accounting value and currency
  • search receipts by their accounting value by typing a value into the field and by their currency by selecting a currency from the menu.
• Business partner, whom allocated to
  • search receipts that have been allocated to a certain business partner. Select a business partner using Search button and clear the selection you made using Clear button.
• Ledger accounts
  • search receipts that have been booked to a certain ledger account or accounts. Select ledger account or accounts either by clicking on them on the list (multiple selections can be done using CTRL button), or using Search button. The selections can be cleared using Clear button.
• Dimensions: when selecting a dimension and its item or items, only receipts allocated to those items will be included in the search. Dimensions menu includes all the dimensions set up in the company’s Procountor environment.
  • Under Dimensions menu, there’s Items window, where you can select item or items belonging to the selected dimension. Select items either by clicking on them on the list (multiple selections can be done using CTRL button), or using Search button. The selections can be cleared using Clear button.
• Invoice transaction information: search receipts by their transaction information.
  • You can set the date range in Search between fields. Alternatively, you can choose a fixed date range from the Or select date range menu. Options in the menu are the same as for search criterion Invoices between.
  • From Invoice event type menu, select the transaction based on which you want to search for receipts. The menu includes all receipt transactions that can be performed in Procountor.
  • When typing a user’s name in Event factor field, only transactions performed by that user will be included in the search.

 

Search results

By default, the following columns are included in search results (the visibility of columns depends on the search criteria):

• Name
• Company ID
• Invoice no.
• Invoice date
• Payday
• Invoice date
• Open amount
• Accounting value
• Receipt type
• Status
• Payment reminders
• Due date
• Cash discount open amount (if in use)
• Cash discount date (if in use)
• Cash discount (if in use)
• Payment date
• Invoice channel
• Attachments
• Notes
• Original invoice number

Using  (Customize column display) button found in the upper right corner of search results, you can determine which columns are included in search results.

• The button opens up a list of the columns and you can hide a column from search results by clicking on the name of the column on the list.

Using (Reset table columns back to default state) button found on the left side of Customize column display button, you can get the hidden columns shown in search results.

 

Buttons and menus above search results

You can select a receipt in search results by clicking on its row and open the receipt’s Invoice view by clicking on the Name column on that receipt’s row. Above search results, you’ll find buttons and menus for handling the receipts listed in search results. These buttons and menus are listed below.

Go to: through this menu, you can access the receipt’s Invoice, Accounting, and Dimensions views and view their attachments.

Preview: through this button, you can preview the selected receipt. By default, preview is opened in PDF format, but you can also choose HTML format from the menu that opens from the right side of the button.

Printable list: the button opens up the search result and VAT specification in HTML format. In the menu that opens from the right side of the button, there are the following options for exporting the search results:

• Search result and VAT specification (HTML)
• Search result and VAT specification (PDF)
• Printable ZIP package
• Printable PDF package
• Printable PDF package, including attachments
• Printable PDF package, attachments only
• Brief export file
• Extended export file
• Extended export file with invoice row details (separately orderable)

Verification: the button opens up the selected receipt’s Verification view. From the menu that opens from the right side of the button, you can also access Verification of multiple invoices view.

Payment: the button opens up the selected receipt’s Payment view. From the menu that opens from the right side of the button, you can also access Payment of multiple invoices view.

Payment reminder: through this button, you can access Payment reminder view.

More actions: the menu includes the following functions:

• Bank statement allocation
• Group dimensioning
• Accruals
• Multiple invoice invalidation
• Combine orders into an invoice
• Group letters
• Special situations
• Invoice transaction information
• Notes
• Create new invoice
• Allocate to business partner
• Create new business partner
• Set multiple invoices marked paid

 

Fixed searches

In addition to the general Receipt search, there are the following searches with fixed search criteria found in the main menu’s Search section:

• Open invoices
• Open sales invoices
• Open purchases
• Invoices to verify

 

Personal searches

Through Save search button found at the top of Receipt search view, you can save your own, personal searches for later use. By using your own saved searches, you’ll get the search criteria used in that search automatically into use without having to determine them manually. Saved searches are linked to the user, but not to the environment, which means that saved searches will only be visible to the user who saved them, and not to other users in the environment.

Saving your own search

1. Determine the preferred search criteria on Receipt search view
2. Click on Save search button at the top of the view
3. In the Save search as window that opens from the button, name your search and click on OK

Using your own search

Once you’ve saved your search, it will appear in the main menu’s Search section and is marked with a white star. You can search receipts using your own search by selecting the search from Search section. When selecting your own search, Receipt search results are opened automatically, searched according to the search criteria of you own saved search.

Deleting your own search

1. Select your search from the main menu’s Search section
2. On Receipt search view that opens, click on Delete saved search button at the top of the view
3. In the Delete saved search window that opens from the button, click on OK