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Using Advanced Search - Invoice Status Fields

Purpose Statement

The Advanced Search feature for Invoice Status Fields enables users to efficiently filter and locate invoices based on their financial status, processing status, delivery methods, etc. This functionality streamlines invoice management by allowing targeted searches across multiple status categories, helping users quickly identify invoices that require attention, follow-up, or reporting.

Background Information

The Invoice Status Fields in Advanced Search provide comprehensive filtering capabilities for invoice management within the Fire/EMS platform. This feature is particularly valuable for financial administrators who need to track payment status, collection efforts, and communication history. The search functionality supports multiple concurrent filters, enabling complex queries that can isolate specific invoice categories for review, reporting, or action. Common use cases include identifying overdue payments, tracking collection efforts, monitoring email delivery status, and generating financial reports for different invoice states.

Required Permissions

  • Invoicing Module Access - User must have permission to access the Invoicing module
  • Invoice List View - Permission to view and search invoice records

Video


Step-by-Step Guide




1. Click on Invoicing.


Click on Invoicing.




2. Click on Invoice List.


Click on Invoice List.




3. Click on Expand Advanced Search.


Click on Expand Advanced Search.




4. In the Money Status Field, there are 4 options, choose which ones to apply.
  1. No Fee – When balance on the Invoice is $0.00 when it is created.
  2. Paid (In Full) – The invoice has been paid and there is no remaining balance.
  3. Partially Paid – A partial payment has been applied to the Invoice.
  4. Unpaid – Invoice created and no payment has been received.

In the Money Status Field, there are 4 options, choose which ones to apply.




5. In the Other Status Field, there are 4 options, choose which ones to apply.
  1. Discounted – A discount has been applied.
  2. In collections – An invoice has been marked as in-collections.
  3. Reopened – A Fully Paid Invoice has been reopened.
  4. Write-off – An Invoice has been marked as a write off.

In the Other Status Field, there are 4 options, choose which ones to apply.




6. The Emailed field can be set to Yes or No to view the Email Status for the Invoice.


The Emailed field can be set to Yes or No to view the Email Status for the Invoice.




7. The Mailed field can be set to Yes or No to view the Mail Status for the Invoice.


The Mailed field can be set to Yes or No to view the Mail Status for the Invoice.




8. Saved Views can be used to save the filters that you will need to use periodically.


Saved Views can be used to save the filters that you will need to use periodically.



9. Enter a Name and select Saved.


Enter a Name and select Saved.


Notes
NOTE: Additional Advanced Search Fields other than the ones demonstrated here could be useful for you.

Best Practices

Search Strategy:

  • Combine multiple status filters to create targeted searches for specific business needs
  • Use descriptive names for saved views to easily identify their purpose later
  • Regularly review and update saved searches to maintain relevance

Workflow Efficiency:

  • Create saved views for common search patterns (e.g., "Overdue Invoices," "Collection Items," "Email Pending")
  • Utilize the email and mail status filters to track communication efforts
  • Run regular searches for partially paid invoices to follow up on outstanding balances

Avoid These Common Mistakes:

  • Don't apply conflicting filters that would return no results
  • Avoid overly complex filter combinations that might exclude relevant invoices
  • Don't forget to clear previous filters when starting new searches

Troubleshooting & FAQs

Q: Why am I not seeing expected invoices in my search results? A: Check that you haven't applied conflicting filters. Clear all filters and start with broader criteria, then narrow down as needed.

Q: Can I search for invoices that are both partially paid and in collections? A: Yes, you can select multiple options within each status field to broaden your search criteria.

Q: My saved view isn't working correctly. What should I do? A: Delete the saved view and recreate it, ensuring all desired filters are properly set before saving.

Q: How do I know if an invoice was successfully emailed? A: Use the Emailed field filter set to "Yes" to view only invoices that have been successfully sent via email.