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Search and filter invoices

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Discover how to search for and filter invoices in WorldShare Acquisitions.

 Note: Branch-based acquisitions users will see searches filtered to their login branch by default. See About branch-based acquisitions.

View all invoices

  1. On the left navigation, click Invoices > Invoices.
  2. Click Search. All invoices appear.
    • Results are sorted numerically by invoice number.
    • To change the sort order, click any column heading.
    • To customize the column headings that appear, see Show/hide columns. By default, not all column headings are visible.
  3. Click the Invoice # to view or edit the invoice. For details, see Edit an invoice.

Search invoices

  1. Select an index from the drop-down list.
    • Invoice Number (default)
    • External Invoice ID
    • Payment Reference ID
    • System Invoice Number
  2. Enter your search term(s) in the Find Invoice form field.
  3. Click Search or press <Enter>.

Show/hide columns

You can choose the columns that appear.

  1. Click the gray gear button (Gray gear button) above the right-most column.
  2. In the Show Columns window, select or deselect the columns you want to show or hide.
  3. Close the Show Columns window by clicking anywhere outside it.

Available invoice columns

Invoice columns - Table
Column Description
Checkbox To delete an invoice, select the checkbox and click Delete. Unpaid invoices can be deleted, even if they contain items.
Date Exported Date the invoice file was exported to OCLC file exchange.
Date Paid Date the invoice item was paid. This date does not need to match the System Date Paid.
Invoice Number The number of the invoice. May contain letters as well as numbers.
Invoice Date Date invoice created.
Invoice Received The date your library physically receives invoices from vendors, separate from the invoice date printed on the invoice itself.
Items Quantity Number of items on the invoice.
Payment Status
Status Description
Open Unpaid. Can be deleted.
Paid Paid. Cannot be deleted, but can be unpaid.
Ready for Payment Unpaid. Cannot be deleted, but can be paid. 
Receipt Status
Status Description
Not Received (Not Received icon) No items received.
Partially Received (Partially Received icon) Some items received.
Received (Received icon) All items received.
System Date Paid Date the invoice payment status changed to Paid.
System Invoice Number System-generated number assigned to an invoice.
Total Total amount of invoice.
Vendor Vendor that sent items on the invoice.

Filter invoices

Invoices can be filtered using the filters at the top of the page.

  1. Click one of the filter names below.
  2. Select the values you want to apply. You can select one or more. When more than one value is selected, the system searches for any of the selected values.
  3. Click Apply. Once the filter is applied, you can hover over the filter name to view the selected values.
  4. (Optional) To remove the filter, click Reset.

Show/hide filters

You can choose the filters that appear. Only some filters appear by default. Selected filters have a check mark next to their name.

  1. Click Filters (at the top right of the screen).
  2. To select or deselect a filter, click the filter name.
  3. (Optional) You can search through the list of filters by entering a keyword in the search box.

Available invoice filters

Invoice filters - Table
Filter Description
Date Exported Date the invoice file was exported to OCLC file exchange.

Select one of the following options to limit the results list:
  • More than [ x ] days ago - Enter a number in the form field (e.g., More than 30 days ago).
  • From [ x ] To [ x ] - Enter a date in the From and To form fields to limit results to a specific date range. Dates should be formatted as MMDDYYYY (e.g., 04/05/2020). You can also use the Calendar button (Calendar button) to select the dates.
Date Paid Date the invoice was paid.

This date does not need to be the same as the date the invoice payment status changes to Paid and allows you to indicate when payment was actually submitted to the vendor, rather than when the invoice was marked as paid in Acquisitions.

Select one of the following options to limit the results list:
  • More than [ x ] days ago - Enter a number in the form field (e.g., More than 30 days ago).
  • From [ x ] To [ x ] - Enter a date in the From and To form fields to limit results to a specific date range. Dates should be formatted as MMDDYYYY (e.g., 04/05/2020). You can also use the Calendar button (Calendar button) to select the dates.
Invoice Received

The date your library physically receives invoices from vendors, separate from the invoice date printed on the invoice itself.

Choose your filter method:

  • More than ___ days ago - Find older invoices that may need attention.
  • From ___ to ___ - Search within specific date ranges using the calendar icons.
Payment Status
Status Description
Awaiting Payment Invoice is awaiting payment.
Open Invoice has not been paid.
Paid Invoice has been paid.
Ready for Payment Invoice is ready for payment.
System Date Paid Date the invoice payment status changed to Paid.

Select one of the following options to limit the results list:
  • More than [ x ] days ago - Enter a number in the form field (e.g., More than 30 days ago).
  • From [ x ] To [ x ] - Enter a date in the From and To form fields to limit results to a specific date range. Dates should be formatted as MMDDYYYY (e.g., 04/05/2020). You can also use the Calendar button (Calendar button) to select the dates.
Vendor As you type, the field will suggest vendors from your list.