This article will show you how to utilize the Invoice Search page, allowing you to search through already created invoices while providing filtering options to help find specific invoices
- By default, the page will show all loads whose Pay Status is Open, until the current date.
- You will have multiple filters to search your invoices, including some advanced options :
- Customer (Payer)
- Pay Status (Partial Paid, Over Paid, Fully Paid, Open, All)
- Days Overdue
- Delivery Method
- Date range
- Invoice Number
- Shipment ID
- Check Ref
- Sales Person
- Invoice Date
- Or show Disputed Only
- This page can be used to resend invoices, if needed, as well as to view the invoice directly; while viewing the invoice, you can download or email it directly from the invoice pop-up. In addition, you can dispute the invoice, modify the invoice, and check the activity log.
- Results can be exported to an Excel file, so that you can export specific filtered data or general invoice data.
Special Scenario: $0 Invoices
Sometimes, users notice that $0 invoices behave differently in search results and summaries. Here’s why:
Why it shows as “Fully Paid”:
-
For $0 invoices, there’s no open balance to collect.
-
The system automatically marks them as Fully Paid even if no payment record exists.
Why it still appears in Collections Summary:
-
The Collections Summary surfaces invoices based on open/paid status and the “as of” date.
-
Since $0 invoices lack a payment transaction, the system can’t assign a payment date.
-
This creates an edge case where, depending on the “as of” filter date, the invoice may appear as if it’s still outstanding.
Why it changes with date filters:
-
If you run the report “as of today,” the invoice won’t show up (because it’s considered closed with no open balance).
-
If you roll the date back to yesterday or earlier, the system temporarily interprets the invoice as open since it has no recorded payment date to reconcile against.
Conclusion:
This is a known behavior with $0 invoices. Functionally, they are considered paid and present no collection risk. However, due to how the system interprets payment dates (or the lack thereof), these invoices may appear in historical “as of” views.