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Quantum VS Help: Finder |
'Passed Purchase Invoices' are Purchase Invoice Registration records which have been completed; i.e. all items have been successfully matched and accounted for.
Purchase Invoice Registration records are created when registering an invoice you have received from a supplier - see Purchase Invoice Registration and Matching. You may then match the supplier's invoice amounts against your own Purchase Orders, Good Received Notes and Supplier Return Notes (or nominal codes, in the case of Expenses Invoices, Haulage Invoices and Debit Notes) to ensure all is allocated correctly.
If a Purchase Invoice Registration record has been created and saved, but all totals have not been matched, these records may be retrieved in the Finder as 'Registered Purchase Invoices'. See Finding Registered Purchase Invoices.
If a Purchase Invoice Registration record has been created, all totals have been matched and the record has been completed, it is no longer retrievable in the Finder. However, you may view details of completed 'Passed Purchase Invoices' in the Finder. See below.
You may use the Finder to:
show details of your Passed Purchase Invoices; and
locate a specific Passed Purchase Invoice.
Note: Rather than using your mouse, it is possible to use your keyboard to activate the required record type in the Finder, browse records in the Finder, then open the record in a new tab or add it to an open document. See Using Keyboard Shortcuts With The Finder.
To show Passed Purchase Invoices in the Finder:
From the Home tab: under search, select Passed Purchase Invoices.
Or: Use the search section in the Mega Menu to select Passed Purchase Invoices.
Or: From the main menu: select Edit > Search, then select Passed Purchase Invoices.
Or: In the Finder: click the 'down' arrow on the Search... button and select Passed Purchase Invoices from the menu.
Your Passed Purchase Invoices will be listed in the Finder. For example:
For further details and column definitions see Purchase Invoice Registration and Matching.
Note: You may change the sequence of records displayed - see Changing The Search Sequence.
If more than one page of records is displayed in the Finder you may click the blue arrow keys on the Finder Toolbar to scroll through pages of records and/or enter/select a page number. For example, entering 40 will show the 40th page of results. See Browsing Records in The Finder.
You may select the Branch which processed the purchase Invoice using the Branch menu on the Finder Toolbar.
Completed Purchase Invoice records are no longer retrievable in the Finder.
If a Purchase Invoice Registration record has been created and saved, but all totals have not been matched, these records may be retrieved in the Finder as 'Registered Purchase Invoices'. See Finding Registered Purchase Invoices.
The following hyperlinks are also available in this Finder. Click:
Account: To open the Customer record associated with this Purchase Invoice Registration
Purchase Order: To open the Purchase Order associated with this Purchase Invoice Registration
Scan *: To scan documents for archiving against this Purchase Invoice Registration. See Scanning From The Finder.
View *: To view documents archived against this Purchase Invoice Registration. See Retrieving Archived Documents.
* If Document Scanning is enabled. See Scanning And Archiving Documents.
You may wish to alter the sequence in which the records are displayed in the Finder. To do this:
1. Click Advanced on the Finder Toolbar.
2. The Search menu shows the current order in which records are displayed. To change the sequence, select an alternative option from the menu.
Purchase Invoices have the following Search options:
Document: Display Purchase Invoices (and search results) in Document number order.
Supplier Account: Display Purchase Invoices (and search results) in Supplier Account order.
You may also change the sort order by selecting either A to Z or Z to A.
You may filter records by date range by entering/selecting a date in the From and/or To Posted Date or Registered Date fields.
3. Click the search (magnifying glass) icon 
on the Finder toolbar. The records will be re-sequenced.
To find a specific record without having to browse through pages of records:
1. Type an appropriate search term into the search field on the Finder Toolbar.
The search term you enter should relate to the Search option selected - see above. For example, if the Search option is Document then enter all or part of the Document number.
Note: You may click the down arrow within the search field to view and select a recent search.
2. Click the search (magnifying glass) icon on the Finder toolbar.
The records will be re-sequenced in the Finder, with the nearest matching record displayed at the top.
You may use filters to control which records are displayed in the Finder. To filter Purchase Invoices:
1. Click Advanced on the Finder Toolbar.
2. By default, all Passed Purchase Invoice (a) Invoice Status and (b) Invoice Type records are displayed in the results (i.e. all of the Invoice Status and Invoice Type fields are checked). To reduce the number of results you may uncheck the following fields:
Invoice Status:
All: Show Purchase Invoices of every Invoice Status
Passed: Show completed 'Passed' Purchase Invoice records
Invoiced: Show completed 'Invoiced' Purchase Invoice records
Invoice Type:
All: Show Purchase Invoices of every Invoice Type
Stock: Show completed Purchase Invoice records for 'Stock' invoices
Directs: Show completed Purchase Invoice records for 'Direct' invoices
Expenses: Show completed Purchase Invoice records for 'Expenses' invoices
Haulage: Show completed Purchase Invoice records for 'Haulage' invoices
Credits: Show completed Purchase Invoice records for 'Credit Notes'
Supplier Returns: Show completed Purchase Invoice records for Supplier Returns
You must ensure that at least one filter from each category listed above is selected, otherwise no results will be returned.
3. Click the search (magnifying glass) icon on the Finder toolbar.
The selected records will be displayed in the Finder.
Note: To list all records again: check the All field(s) then click the search (magnifying glass) icon on the Finder toolbar.
NEXT: Finding Picking Notes
