Filtering, Sorting, and Searching for Invoices

Filtering/Searching for invoices

There are two types of invoices, "Invoices linked to inspections" and "Pre-bill and other non-linked invoices". 

By default, the Invoices tab shows you all invoices linked to inspections. If you need to search Pre-Bills simply click the View [INVOICE COUNT] Pre-bill invoices. or open the Filter Criteria Menu by clicking the Funnel Button and select Pre-bill Invoice and click the Find Button.

Individual or multiple pieces of information associated with an invoice can be used as a filter to find the invoice – invoice #, occupant name, invoice date, inspection date, etc. – whether or not that information field is displayed on the Invoices tab display box.

1. Use the filter to find an invoice.  Click on the Funnel Button to open the filters.
   • Example 1: You want to find all invoices for the Gentle Hands Day Care.
     • Click on Address / Occupant Topic to expand the Filter Criteria Menu to load the search box under Occupant Name.  Enter a part of, or all of the occupant name – “gentle” for example – and click Find.  This will bring up all invoices for the Gentle Hands Day Care. 
     •  If you want to filter further and only see unpaid invoices for Gentle Hands Day Care, open the filters from the Funnel Button, then click the Invoice Topic to use the Invoice Paid Status Dropdown Menu which will bring up the search options of Paid or Unpaid.  Select the Unpaid filter criteria and click Find.  Now you see only unpaid invoices for Gentle Hands Day Care. This is because we did not clear our filters we simply added additional criteria.
   • Example 2: You want to find all invoices that are over 120 days late.  The definition of “past due” is one or more days past your payment terms.  So, if your payment terms are 30 days, then 120 days past due means 150 days (30 + 120) since the invoice date.
     • Click the Funnel Button.  This will bring up the Filter Criteria Menu.
     • Click the Invoice Topic and find the Invoice Days Overdue Dropdown Menu.  This will provide you several pre-set timeframes to filter by. Select 120 or more days overdue, you will notice when doing this it will pre-fill the Invoice Paid Status as Unpaid. This is because an invoice is only marked paid if the payment equals the full amount of the invoice amount due.
     • Click Find.  Now you see all unpaid invoices that are past due more than 120 days. 
2. You can access the filtering options for any of the desired criteria by clicking on the Funnel Button, which opens the Filter Criteria Menu.  You can set multiple filters together, then click Find to display the invoices you are searching for that meet the criteria set. Remember you can set Invoice Type before hitting Find or simply use the buttons available in the Invoice Display area to swap between the types. This will also provide you a count for each prior to switching between the types. Remember that the default Invoice Type is Inspection Invoice.
   • Example 1: You want to find unpaid invoices for inspections done in the month of April. 
     • Click the Funnel Button to open the Filter Criteria and select the Invoice Topic. Then click the Invoice Topic to use the Invoice Paid Status Dropdown Menu which will bring up the search options of Paid or Unpaid.  Select the Unpaid filter criteria.
     • Under the Inspection Topic, select your Inspection Date Start by clicking the Calendar Button. Use the up arrow once to view available months, you can use this button again to select years. You can also cycle month/years respectively by using the left and right arrows. Select April for the desired year and select the first of the month. This will fill in the Inspection Date Box. Repeat this process for the Inspection Date End but ending date selected would be the 30th of April.
     • Click Find.  All unpaid invoices from inspections done in April will appear in the search results area of the screen.
   • Example 2: You want to find all unpaid invoices that contain late fees.
     • Click the Funnel Button to open the Filter Criteria and select the Invoice Topic. Then click the Invoice Topic to use the Invoice Paid Status Dropdown Menu which will bring up the search options of Paid or Unpaid.  Select the Unpaid filter criteria.
     • Under the Line Items Topic, enter “late” in the key word search box.
     • Click Find.  All unpaid invoices with a line item with “late” in it will appear in the search results area of the screen.
3. Using Pre-bill Invoice types. Example: You want to find all Pre-bill invoices that have been written off as uncollectible over the course of the year. 
4. Do the following:
   • Open the Filter Criteria Menu by clicking the Funnel Button and choose Invoice Type of Pre-bill Invoice located at the top of the menu.
   • Under the Invoice Topic find the Invoice Voided And Written Off dropdown menu. Select Written-off Only.
   • Under the Invoice Topic, select your Invoice Paid On Range Start by clicking the Calendar Button. Use the up arrow once to view available months, you can use this button again to select years. You can also cycle month/years respectively by using the left and right arrows. Select January for the desired year and select the first of that month. This will fill in the Inspection Date Box. Repeat this process for the Invoice Paid On Range End but ending date selected would be the 31st of December.
   • Click Find.  All Pre-bill invoices that have been written off throughout the year will appear in the search results area of the screen.
5. Click the Clear button to remove all filters and return to the default display of invoices - i.e., all invoices linked to inspections. It's good practice to always clear the filters prior to a search. The filter criteria can remain from a previous search regardless of navigating to another page.  

Invoice Details

To open the details on the Invoice you have filtered for simply press the Pencil Button next to the desired invoice. This will take you to the Invoice Details page.

Downloading invoice data to MS Excel. 

You may want to download your invoice data into Excel for further filtering, sorting, analysis, or to do mail merges to send out custom collection letters.  Follow these steps to download invoice data to Excel:

1. Use your filtering options to limit the invoices you see in the Invoice Display Box of the screen.
2. Use the More Dropdown Menu, then click Export to Excel.
3. The file will begin a downloading and your browser will display this in the bottom of the window. Once it's finished you will want to open to view.
4. Once it is opened it is important that any changes you make to the document are saved properly. Excel attempts to interpret the data as internet code in attempts to be helpful. To avoid any issues when attempting to open it again make sure to Save As and select Excel Workbook as the document type. Click More Options to designate a good file path. It may be helpful to rename the file as well. Each time you export it will appear as a file named Invoices.

Sorting Invoices

Once you have filtered for the invoices you want to see, you can then sort them using the column headers above the Invoice Display Box. There are additional sorting options available using the Adv. Sorting Button next to the Funnel Button.

1. Example 1: You filter for all unpaid, pre-bill invoices.  Now you want to sort them by amount owed to see the largest invoices on top.  Click the Fee column header to see the invoices smallest to largest.  Click the column header again to sort from largest to smallest.
2. Example 2: You filter for all unpaid invoices.  Now you want to sort them by the number of days past due.  Click the Past Due column header to see the invoices smallest to largest.  Click the column header again to sort from largest to smallest.