Flex4: Searching for an Invoice

• Overview
• Searching from the Resource Browser
• Searching from the Projects Menu
• Adding and Editing Columns on the Invoices Search Page

Overview

There are two ways to search for Invoices in your Flex system that don't involve needing to locate them on your Calendar. You can use the Search tab in the Resource Browser (the left-hand section of Flex), or you can view and search for Invoices from the Projects menu.

Searching from the Resource Browser

1. Click the Search tab in the Resource Browser.
2. Choose "Search Invoices" from the drop-down filter.
3. Enter your search into the search bar.

There are two search options (click Search Options at the bottom of the search screen): Include Deleted and Include Closed. Choosing "Yes" for the Include Deleted option will include deleted Invoices in your search (results will appear in red), and choosing "Yes" for the Include Closed option will include closed Invoices in your search (results will appear in green).

Double-click any result to open the Invoice.

Searching from the Projects Menu

1. Click Invoices on the Projects menu.
2. Enter your search into the search bar.

This search screen includes the following features:

• A "search all" button (next to the search bar).
• An "Enter New Invoice" button.
• A filter (located above the column headers) that allows you to type in filters or choose filters from drop-down menus.
• Preference settings (the purple cog-wheels icon) that allows you to choose which columns are visible, how many results per page, etc.
• Print / Export capabilities (PDF, Word, and Excel formats).

You can click the cog-wheel on any line to see workflow options for that Invoice, including a quick "Send to Client" option. Additionally, you can select multiple Invoices (using the check box next to the name), and perform bulk actions by clicking the cog-wheel in the upper-right corner of the screen.

The cog-wheel in the upper-right corner of the screen also allows you to view deleted Invoices and closed Invoices. See the Creating an Invoice page to learn how to undelete an Invoice from this screen.

Adding and Editing Columns on the Invoices Search Page

You can add or remove columns (globally) on the Invoices page (on the Projects menu).

1. On the Projects menu, click Project Elements.
2. Double-click Invoice.
3. Click the Search Options tab.

From the Search Options tab, you can add or remove the columns that appear on the Invoices page. Notice how the names in the Caption column match the column names on the Invoices page. 

To remove a column, click the X in the row of the column you want to remove, then click UPDATE.

To add a column, enter the caption name in the data entry box right above the Caption column (this will be the name of the column on the Invoices page), then enter an expression in the data entry box right above the Expression column. The expression is a code that Flex uses to pull data from the Invoices that are being displayed on the Invoices page. Click the small icon next to the data entry box to launch a list of expression suggestions. If you enter a valid expression, the field will turn green. 

If the expression is invalid, the field will turn red and you will not be able to add it.

After adding the Caption and Expression, click the plus icon to add it to the list. Keep in mind that you can only have 12 columns on the Invoices page. You can rearrange the order by clicking the far-left part of the row (8 small circles) and dragging and dropping in the order you want.