Invoice Search
This tool can be used to locate a certain invoice or to verify that invoices are being coded properly against specific jobs or phases. Managers can use Invoice Search for reporting purposes using the search criteria on a recurring basis.
Users have access to Invoice Search based on index level security (see Index Security for more information on security details.) Supervisors are not filtered by index level security since they already can view everything through Invoice Manager.
If a user does not have the permissions needed to view an invoice, the invoice is not visible to that user via search. Additionally, if users do not have access to AP Invoice or AP Invoice Confidential, they are not able to use the Invoice Search option. However, they can still Locate Indexed Documents.
Note
Sage Paperless Construction has the ability to use one or multiple vaults to store an organization's invoices. If more than one vault was installed, use the Vault Selector dropdown to be sure you are searching for invoices in the proper vault and to move from one vault to another.
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From My Paperless, click .
In the Retrieve navigation bar, click .
A page similar to the following opens on the tab.
See the sections below for information on moving between and using each of the following tabs:
You can search for invoices using a saved search, keyword or by entering advanced search criteria to narrow down your results.
Note
To complete a vault-wide search, leave the Saved Search and Keyword fields blank.
(Optional) If you previously saved a search you created and would like to use it to locate an invoice, click the Saved Search dropdown.
To start a new search, enter the appropriate keywords in the Keyword field.
To use the advanced search and further narrow down your results, click the dropdown to expand that section:
Enter the following criteria, as applicable:
Search Type: Select from the dropdown.
Search Options: The radio button is selected by default. Only select if you know the invoice ID, as that is the only available field for that option.
In this field you can enter specific identification numbers or leave the field blank to include all.
If you selected the Criteria radio button, and AND / OR filtering option is available.
Note
AND allows the combination of several index criteria in the search. All index criteria must be met to return a result. OR allows any one of the index criteria to return a result.
Processor(s): When you click in the Processor(s) field, all users assigned to the current vault display in the dropdown. You can scroll through the list or start typing the user's name to populate the field. If you do not know which processor indexed the invoices(s) you are searching for, leave this field blank.
Invoice Date Range: In the Invoice Date fields, click the calendar icons to select the to and from dates.
Types: For the types to be included in the search, select the , or radio button.
Click .
You progress automatically to the Results tab where you can review your search results.
After you click , you move from the Criteria tab to the Results tab. From here, you can see the list of your results. If your search did not return any results, there is a No records to display message.
From the Results tab, you can perform the following tasks:
Note
To select multiple entries, click in each of the check boxes or Ctrl + click anywhere in the entry row. To select a range of entries in a column, Shift + click the first entry and then click the last entry.
 | Click to route the selected document(s) through DocRoute™. For more information, see DocRoute™ Overview on using DocRoute. | |
 | Click to move to the Transfer Image page. For more information, see Transferring Document Pages on transferring document images. | |
 | Click to email the selected document(s). For more information, see Email Documents on emailing documents. | |
 | Click to download selected document(s). Multiple selected documents are then downloaded into a zip file. | |
 | Click to print the selected documents. For more information, see Print Documents on printing documents. | |
 | Click to open the invoice header and line views in a new window. NoteThe invoice view option only displays if your selection contains an invoice. | |
 | Click to print the documents or invoices displayed in the Results grid. | |
 | Click to export the information shown in the grid to Excel, CSV or PDF. | |
Document Preview | In the Results tab, there is a Document Preview section that displays in the sidebar. Use it to preview thumbnails of the documents that display in the Search Results grid. See How to Use the Sidebar in Sage Paperless Construction for more information.
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Viewer | Select a document then click the tab. See Use the Sage Paperless Construction Viewer for more information. |
Click the tab to display the selected document/invoice in the Sage Paperless Construction Viewer. For more information, see Working with Documents.
Additional information about the selected documents, such as the Document ID, when the documents were indexed and by whom, displays in the Document Information sidebar to the right of the Viewer pane. For more information, see How to Use the Sidebar in Sage Paperless Construction.
All documents that meet the search criteria display in a grid to the left of the document, similar to the following:
