|
Quantum VS Help: Finder |
'Registered Purchase Invoices' are incomplete Purchase Invoices; i.e. Purchase Invoice Registration records which have been created/opened but are not yet complete; i.e. not fully matched.
From the Finder you may view a list of Registered Purchase Invoices (i.e. incomplete Purchase Invoice Registration records) and re-open a Registered Purchase Invoice for editing/matching/completion. You may also open the relevant Supplier record and Purchase Order.
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.
Note: Purchase Invoice Registration records which have been completed and passed (i.e. all totals have been matched) are called Passed Purchase Invoices. These may be viewed in the Finder, but are no longer retrievable in the Finder. See Finding Passed Purchase Invoices.
You may use the Finder to:
show details of your Registered Purchase Invoices (i.e. incomplete Purchase Invoice Registration records);
locate a specific Registered Purchase Invoice; and
open a Registered Purchase Invoice for viewing/editing.
open the Supplier record and/or Purchase Order relevant to the Registered 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 incomplete Purchase Invoice Registration records in the Finder:
From the Home tab: under search, select Registered Purchase Invoices.
Or: Use the search section in the Mega Menu to select Registered Purchase Invoices.
Or: From the main menu: select Edit > Search, then select Registered Purchase Invoices.
Or: In the Finder: click the 'down' arrow on the Search... button and select Registered Purchase Invoices from the menu.
Your Registered Purchase Invoices (i.e. incomplete Purchase Invoice Registration records) 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 registered the Purchase Invoice using the Branch menu on the Finder Toolbar.
To open a Registered Purchase Invoice (i.e. incomplete Purchase Invoice Registration record) from the Finder, either:
Click the Document hyperlink of the record you wish to open.
Or: Right-click on the line of the record, then select the View... option.
The record will open in a new tab. For further details see Purchase Invoice Registration and Matching.
Note: Passed Purchased Invoices (i.e. completed Purchase Invoice Registration records) are no longer retrievable in the Finder. However, you may view details in the Finder: see Finding Passed 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.
Registered Purchase Invoices have the following Search options:
Document: Display Registered Purchase Invoices (and search results) in Document number order.
Supplier Account: Display Registered Purchase Invoices (and search results) in Supplier Account number order.
You may also change the sort order by selecting either A to Z or Z to A.
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, Purchase Invoice records of every type are displayed in the results (i.e. all of the Invoice Type fields are checked). To reduce the number of results you may uncheck the following fields:
All: Show all Registered Purchase Invoices of every type.
Stock: Show Registered Purchase Invoices for 'Stock' invoices.
Directs: Show Registered Purchase Invoices for 'Direct' invoices.
Expenses: Show Registered Purchase Invoices for 'Expenses' invoices.
Haulage: Show Registered Purchase Invoices for 'Haulage' invoices.
Credits: Show Registered Purchase Invoices for 'Credit Notes'.
Supplier Returns: Show Registered Purchase Invoices for Supplier Returns.
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 Role Records
