Searching and viewing given advance payments
The List of given advance payments enables you to generate reports of various overviews of the documents wherein you can choose between various restrictions and criteria. Documents can also be sorted into columns.
This chapter shows how to filter the displayed documents, generate document reports, and sort the displayed documents into columns.
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CASE SUMMARY
The person responsible wants to display all the advance payments with document type 1600 - Given advance payments created between the start of the year and end of July 2022. Using the filters in the document header, the view is restricted. Then, the person responsible searches for document 22-1600-000002 in the search field and views its report. Lastly, the person responsible deletes the criteria in the search field and sorts the displayed documents alphabetically, according to the supplier. This is done as follows:
- Opening the list of given advance payments
- Filtering the displayed documents in the header
- Searching for the document
- Preview of the given advance payment report
- Sorting by columns
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1 Opening the list of given advance payments
The person responsible opens the List of given advance payments by selecting Purchases | List of advance payments in the main menu. A list of recently created advance payments appears.
2 Filtering the displayed documents in the header
The person responsible wants to display all given advance payments created between January 2022 and July 2022.
In the header, the person responsible selects date 01.01.2022 from the calender in the Date from field. The person responsible enters date 31.07.2022 into the Date to field the same way.
In the Document type field, the person responsible selects document type to display - 1600 - Prepayment made.
All the documents matching the filters appear.
3 Searching for the document
If you know the document number, the document can be quickly and easily displayed by using the search bar.
Into the Search field in the header, the person responsible enters the document number 22-1600-000001. Only the searched document is displayed.
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HINT
You can search by document number, supplier name or amount. The name of the supplier can be searched with a full or partial search string.
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4 Preview of the given advance payment report
You can view reports of the given advance payments from the list as PDFs.
The person responsible selects the eye (
) icon in the line of the document for which the person responsible wants to generate a report and clicks the Prepayment Report button, then selects 24C - Invoice for prepayment.
On the right side of the window, a preview of the report is generated, where the person responsible can adjust the displayed preview, download the file or print it with a connected printer.
5 Sorting by columns
The documents displayed on the list can also be sorted by columns.
The person responsible wants to display all the documents with document type 1600 - Prepayment made created between the start of the year and end of July 2022. In order to do that, the person responsible deletes the search string in the Search field.
The person responsible wants to sort the displayed given advance payments according to the suppliers.
Clicking the Supplier column opens a window for choosing criteria, where the person responsible selects 
(Ascending). The documents are sorted alphabetically according to the supplier.
