Advanced Receipt Search
This is the staring page for the advanced expense/receipt searches. The page is divided into three parts. Each section is independent of the other search forms. The top section or form is for the actual expense/receipts (main). The middle section or form is for the expense/receipt line items. The bottom section or form is for the expense/receipt payments made. The default values on all form fields are set to "All". The more info you enter, the tighter your search results will be. Use the reset this page link at the top to reset the form if needed.

The top form has the following options:

1. Receipt Number From/To - Enter a starting and ending receipt number to search for. This requires both fields to have a valid value for the filter to work. The numbers are inclusive and will return the receipts you requested.

2. Vendor/Payee Name Filter - Enter a vendor/payee name or id number in the field provided. The field is flexible and allows you to type and search for any number of characters. For instance, say you wanted to get the last name of "Smith". You could enter "s", "sm", "smith" (whatever is needed to filter the records correctly). The controls below the filter field are to help the application know where to search for the vendor/payee filter provided. There must be something (characters) in the filter field for the vendor type fields to work . The vendor type fields are for any name, business name, last name, first name, or vendor/payee id.

3. Additional Vendor/Payee - This is an additional vendor/payee filter. This is not required but allows for a secondary vendor to play through the mix. This could be 3rd party, a second vendor for a credit card expense, a distributor, or some other vendor/payee. Also, by way of a note, the verbage "Additional Vendor/Payee" is a corp-wide setting and may be altered to fit your needs. There is also a link from the main expense/receipt homepage that allows you to limit this list of possible vendors.

4. Expense/Receipt Type - Choose an expense/receipt type from the list provided. Unless your corporation is doing check requests, most of your expense/receipts will be a normal expense/receipt.

5. Person Who Created Receipt - Choose a user from the list provided.

6. Expense/Receipt Amount - Enter an exact amount to find. If you click the "Rei/Split-Amount" the application will search for a reimbursement and/or split amount instead of a expense/receipt amount. Only enter numbers and decimals. Ex: 255.15

7. External Invoice Number - Enter an external receipt, invoice, or statement number.

8. Expense/Receipt Notes - Enter a phrase or part of the notes. There are some built-in wild cards that allow the application to search for like values.

9. Reimbursement - Choose an option from the list provided. This will help filter records that either need or don't need a reimbursement made.

10. Expense Paid Status - Choose from the list provided. This basically tells the system to show/hide only expense/receipts that have been fully paid or are still outstanding (needing payment).

11. Verified & Posted - Choose an option from the list provided. This will help filter the records so that it only shows pending, verified, or posted numbers.

12. From Receipt Date - Enter a from receipt date. Use the m/d/yy format. This form control only works if the To Receipt Date is a real date as well. You can also search for receipt due dates by using these dates and by switching the Date Type list to Use Due Date. The verified date is when the bank finally sees the check or payment come through.

13. To Receipt Date - Enter the ending date. See the From Receipt Date above for more info.

14. Date Type - This function works with the dates above and allows a switch to be made between the receipt date, the due date, and the verified date. A verified date is when the banks actually sees the transaction take place (it may be slightly different compared to when it was created or booked - main receipt date).

15. Sort By - Choose a sort order from the list provided. Most options should be fairly self explanatory.

16. Report Format - Choose a report format from the list provided. The default is "html" or normal web format. If you have the admin permission for expense/receipts, the option of exporting to the Microsoft Excel format will also be available. Exporting to Excel allows you to save data to your own computer and format or sort the data accordingly.

The middle section is for expense/receipt line items. Note about this report: All receipt line items are treated as individual records and may or may not be in a specific order. Depending on the search criteria, the report may only show one or all the line items associated with the actual expense/receipt. The actual expense/receipt is similar to a parent (main) and the line items are similar to a child (subs). Even though the parent child relationship may be broken for this report, the actual expense/receipt, along with its line items stay fully intact. This only deals with searching existing data.

1. Receipt Number From/To - Enter a starting and ending receipt number to search for. This helps limit the number of line items returned. This requires both fields to have a valid value for the filter to work. The numbers are inclusive and will return the receipts you requested. The use list option allows you to enter random expense/receipt numbers separated with a comma. Ex: 1455,1465,1467,1499

2. Receipt Dates From/To - Enter dates in both fields to have the main expense/receipts be filtered by that criteria. Use the m/d/yy format for the dates. Both dates must be real dates for the control to work. The dates can be either receipt dates (created or booked) or verified dates (when the bank sees the transaction).

3. Date Type - Choose a date type from the list provided. This is a switch that uses the to and from dates above to filter the records. This control will not work by itself. It must be used with the dates above.

4. Vendor/Payee Name Filter - Enter a vendor/payee name or id number in the field provided. The field is flexible and allows you to type and search for any number of characters. For instance, say you wanted to get the last name of "Smith". You could enter "s", "sm", "smith" (whatever is needed to filter the records correctly). The controls below the filter field are to help the application know where to search for the vendor/payee filter provided. There must be something (characters) in the filter field for the vendor type fields to work . The vendor type fields are for any name, business name, last name, first name, or vendor/payee id.

5. Reimbursement Switch - Choose on or off from the list provided. If your corporation does not do reimbursements or petty cash, don't worry about this switch. By default, the switch will be turned off. This means that all accounts will show up like normal expenses (according to date entered) and will show regardless of when they get paid for. The on switch will show the account according to the date range plus any new payments that are made towards past reimbursements of the same account type (outside the current date range). Say for example, you go to the store and buy some copy paper. Along with the new paper showing on the report, say you also pay Jimmy back for a reimbursement for some copy paper he bought two months ago. With the reimbursement switch turned on, it would show the new paper and the old paper that was finally paid for during the date range window. Basically, it will pull forward expenses that were finally paid for but were booked outside of the current date range.

6. Expense Paid Status - Choose from the list provided. This basically tells the system to show/hide only expense/receipts that have been fully paid or are still outstanding (needing payment). There will also be an "x" in the paid column (output) if marked as paid.

7. Main Category - Choose an option from the list provided. The expense types (how you booked your expenses) are five levels deep. The main category is level two of the five. For the record, it goes destination (income statement or balance sheet), main category, group, sub group, and then the actual expense type. Setting this filter just goes up the line further.

8. Main Grouping - Choose an option from the list provided. This is level three of five for expense types. See the main category section for full explanation of the five different levels.

9. Sub Grouping - Choose an option from the list provided. This is level four of five for expense types. See the main category section for full explanation of the five different levels.

10. Expense Type - Choose an expense type from the list provided. This is level five of five for the actual expense types. There is also a help link next to the list that shows more detail and can be printed if needed.

11. Location - Choose a location from the list provided.

12. Line Amount - Enter a line amount and the application will try to match it. Use only numbers and/or decimals. Ex: 50.00

13. Stock - Enter a stock number to help limit the search.

14. PO - Enter a purchase order number to filter the results.

15. Invoice - Enter an invoice number to help filter the results.

16. Line Description - Enter a phrase or word(s) and the application will check the line description field for a match. There are some built-in wild cards that allow the application to find like values.

17. Sort By - Choose a sort order from the list provided. Most options should be fairly easy to understand. This field will sort the returning line items according to the criteria passed in. Note: Using these values may or may not split up the parent/child relationship. Don't worry, the display results are only for show and the actual expense/receipt will remain unharmed.

18. Report Format - Choose a report format from the list provided. The default is "html" or normal web format. If you have the admin permission for expense/receipts, the option of exporting to the Microsoft Excel format will also be available. Exporting to Excel allows you to save data to your own computer and format or sort the data accordingly.

The bottom form is for the expense/receipt payments that have been made. Similar to the line items, payments are a sub to the main expense/receipts and thus a similar parent/child relationship may exist.

1. Receipt Number From/To - Enter a starting and ending receipt number to search for. This helps limit the number of line items returned. This requires both fields to have a valid value for the filter to work. The numbers are inclusive and will return the receipts you requested.

2. Receipt Dates From/To - Enter dates in both fields to have the main expense/receipts be filtered by that criteria. Use the m/d/yy format for the dates. Both dates must be real dates for the control to work. The dates can be either receipt dates or verified dates.

3. Date Type - Choose a date type from the list provided. This is a switch that uses the to and from dates above to filter the records. This control will not work by itself. It is to be used with the dates above.

4. Vendor/Payee Name Filter - Enter a vendor/payee name or id number in the field provided. The field is flexible and allows you to type and search for any number of characters. For instance, say you wanted to get the last name of "Smith". You could enter "s", "sm", "smith" (whatever is needed to filter the records correctly). The controls below the filter field are to help the application know where to search for the vendor/payee filter provided. There must be something (characters) in the filter field for the vendor type fields to work . The vendor type fields are for any name, business name, last name, first name, or vendor/payee id.

5. Bank - Choose a bank from the list provided to help limit the search.

6. Payment Amount - Enter a payment amount if needed. Use only numbers and/or decimals. Ex: 50.00

7. Money Type - Choose a money type from the list provided.

8. Transaction/Payment Date - Enter a payment or transaction date if known. Use the match helper values (equal, greater, and less than) to do wider searches. The transaction date must be a real date for the other date helpers to work. Use the m/d/yy format for all dates.

9. Transaction/Payment Date Range - Enter a valid date range if known.

10. Check Number Range - Enter a check number range. Both numbers must be numeric in order for the filter to work.

11. Check Number - Enter a check number and the application will search for that string or value. The check number is a text field and will be sorted alphabetically. This means that 10 will come before 9 because it looks from left to right instead of at the numbers as a whole.

12. Transaction Number - Enter the transaction number or any part of it to help with the search.

13. Person Who Did The Transaction - Choose a user from the list provided.

14. Payment Notes - Enter any part of the payment notes and the application will try to match the results.

15. Check Print Status - Choose a check print status from the list provided.

16. Payment Verified - Choose a verified status from the list provided. This deals with if the payment has been verified in the bank or not.

17. Sort By - Choose a sort order from the list provided. Most options should be fairly easy to understand. This field will sort the returning payments according to the criteria passed in. Note: Using these values may or may not split up the parent/child relationship. Don't worry, the display results are only for show and the actual expense/receipt will remain unharmed.

18. Report Format - Choose a report format from the list provided. The default is "html" or normal web format. If you have the admin permission for expense/receipts, the option of exporting to the Microsoft Excel format will also be available. Exporting to Excel allows you to save data to your own computer and format or sort the data accordingly.

General note about exporting data - If you have the admin permission over expense/receipts, there will be options to export any and all of the data to a Microsoft Excel (spreadsheet) format. If you don't have access to a Microsoft Office product license (which includes excel), we recommend a FREE software solution called OpenOffice.org or view a help file with more info.