How to Filter and Search Sales Invoices

How to Filter and Search for Sales Invoices in Qoyod System

Qoyod system provides advanced filtering tools that allow you to easily search and access sales invoices by status, date, amount, customer, location (branch), project, currency, and custom fields, directly from the Sales Invoices page.

This explanation is specific to sales invoices only and does not apply to other documents.

Important Alerts Before You Start:

– You cannot filter sales invoices by payment method (cash, bank, card, credit) directly. Alternative solution: Create a custom field named “Payment Method” and use it for filtering.

– Sales Returns do not appear in the sales invoices filter. To view returns, go to the Credit Memos option from the top menu after accessing the Sales Invoices page.

First: Accessing Filter Options

1. Go to Sales
2. Select Sales Invoices
3. You will find Filter and Search options at the top of the page

Second: Filtering by Invoice Status

You can filter invoices by the following statuses:

• Approved
• Pending Approval
• Cancelled
• Draft
• Paid
• Partially Paid
• Overdue

When does “Overdue” status appear?

The Overdue status appears only if both of the following conditions are met:

• The due date has passed today
• And the invoice status is:
  • Approved or
  • Partially Paid

Draft or cancelled invoices do not appear as overdue.

Third: Filtering by Date

You can filter using:

• A specific day
• A date range (from date to date)

Fourth: Filtering by Amount

• Filtering is based on the total invoice value
• That is: Total including tax

You can set:

• Minimum
• Maximum

Fifth: Filtering by Location (Branch)

• You can select one or more locations
• Only invoices belonging to locations that the user has access to will appear

Permissions Note:

If invoices from a certain location do not appear:

• Go to:
  Settings → Users → Edit User
• And ensure that the required locations are enabled under the Locations section

Sixth: Filtering by Customer or Reference

You can search using:

• Customer name
• Invoice reference number

The system displays all invoices associated with the selected customer.

Note: Searching by phone number is not available from the Sales Invoices page. To search by phone number, go to Sales > Customers and use the phone number filter to find the customer name, then click View next to their name to see all their invoices and transactions.

Seventh: Filtering by Project

• In sales invoices, the project is only at the invoice level
• A project cannot be added at the line item level

Filter Options:

• Public projects
• Private projects (that the user has access to)
• The Undefined option
  to display invoices that are not linked to any project

Important Notes:

• You can select multiple projects
• Filtering supports text search
• An invoice appears in filter results if the project is added to it in the Additional Information tab

Project Permissions:

If a certain project does not appear:

• Go to:
  Tasks and Projects → Projects → Edit Project
• And ensure the user is added in the Add Users field

Eighth: Additional Available Filters

You can also filter by:

• Invoice reference
• POS invoice number
• Invoice currency
• Government entity customer
• Custom Fields
  (This method is used to search for invoices based on a custom field such as: plate number, order number, sales rep name, or any pre-defined field. Steps: After accessing the Sales Invoices list and through the filter options, scroll to the Custom Fields field, select the desired field from the list, enter the value you want to search for, then click Search and matching invoices will appear)

Ninth: What Cannot Be Filtered

Notice: There is no direct filter for “Payment Method” on the Sales Invoices page. Any option named “Payment Method” does not exist in the filter interface.

You cannot filter sales invoices by:

• Payment method (cash, bank, card, credit)

Alternative Solution:

You can:

• Create a custom field named (Payment Method)
• Fill it in when creating the invoice
• Then filter based on it through the custom fields

Tenth: Important Notes

• You can combine multiple filter criteria to get precise results, such as searching for a specific customer’s balance for a specific sales rep, by selecting the customer name in the filter and the sales rep name in the custom fields (which should be pre-defined in the custom fields and filled in the invoices)
• Use the Reset Filter option to display all invoices again
• The Undefined option is also available in:
  • Quotations
  • Credit and debit memos
  • Purchase orders
  • Purchase invoices

Recurring Special Cases

Tax Sales Invoices Report by Branch: The “Tax Sales Invoices” report does not support direct branch customization. Solution: From the Sales Invoices page, filter by branch + period then click Export to Excel.

Shift Closure / Daily Sales Total: Filter sales invoices by today’s date (+ branch if needed) then export to Excel to calculate the total.

Sales by Each Sales Rep: If you’ve added a custom field “Sales Rep Name”, you can filter invoices through the custom fields. To extract a sales rep sales report: Reports > Income Statement > Advanced Analysis > Filter Type: Sales Rep Name.

Eleventh: Viewing and Exporting Returned Sales Invoices

First Method, Tax Credit Memo Report:

1. Go to Reports
2. Select All Reports
3. Under the Tax Reports section, select Tax Credit Memo Report
4. Select the desired period then execute the search, and you can export the report

Second Method, Credit Memos List:

1. Go to Sales
2. From the dropdown menu, select Sales Invoices
3. From the top options, select Credit Memos to view returned sales invoices
4. Filter the list according to the required conditions or date
5. Export to Excel from the Export option at the top of the screen

Important Notes:

• There is no direct filter for returned invoices on the Sales Invoices screen; they only appear as a tag next to the status.
• Exporting sales invoices to Excel does not contain a column indicating that the invoice is returned.
• To view invoices with returns, you must refer to Credit Memos via one of the two methods above.

Keywords for Inquiry

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• How can I generate a customer balance report by sales rep

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