How to find older/archived invoices on the account?

If you issue a large number of documents within your InvoiceOcean account or have been collaborating with us for several years, you may wonder how to find archived documents.

By default, the system displays documents from the last 12 months on the list of all invoices you've created, as well as on lists of individual document types.

This filter is set automatically, so users of the system often don't know how to find invoices on their account that were created more than a year ago. The lack of visibility of these documents does not mean that they have been deleted by us. InvoiceOcean does not delete any documents created within the account. In this article, we will show you how to use the filtering options in the system to streamline the process of finding older invoices.

Filtering by period

Displaying documents issued within the last 12 months applies to both invoices on the income and expenses side.

Filtering options are available on the left side of each invoice list. This is a filtering panel designed to facilitate grouping and finding documents.


 

In the Period column, you'll notice the default setting - the last 12 months.

The list of invoices that the system will display after switching to the Income or Expenses tab will be limited to this period. However, this does not mean that documents issued earlier are not available in your account. All you need to do is expand the search period for invoices in the system to all or a selected date range.

By clicking on the Period column, you have the option to choose one filter from several available options. These include: .

• Last 12 months;
• This month;
• Last 30 days;
• last month;
• This year;
• Last year;
• Current quarter;
• Last quarter;
• All;
• and more.

The More option allows you to independently specify the date range from which you want to filter invoices. If you use this function, additional fields will appear in the panel: Date from and Date to, where you can select a specific time period. You can choose dates using the calendar that will appear when you click on the respective field.

By confirming with the Search button, located at the bottom of the filtering panel, the system will display only documents that match the filters you have selected. You don't have to limit yourself to just one filter. The more precisely you define the search conditions, the more accurate results you will get.

Thanks to this, within your account, you can not only find documents issued later than the last 12 months but also have the opportunity to narrow down your search and receive only the results that interest you the most.

Other available filters

The filtering panel allows you to use a wide range of filters that will enable you to obtain precisely tailored results. The visibility of filters depends on the options enabled in your account. Examples of filters include: .

• Document type;
• Status;
• Department (if you have multiple departments added to your account);
• Payment type;
• Currency.

In the panel, you can also use additional search options. They will be available after clicking the option more ↓.

Keyword or number search

The system offers a filter that allows you to search for documents based on a selected keyword. In the filtering panel, there is an option called Enter keyword or number search. In the visible field, you can enter, for example, the number of the invoice you are looking for, the name or surname of the client for whom you issued it, or any other phrase that can help you find the document in the system.

Within this filter, you can also use the Advance search option.

The Advance search checkbox will appear after clicking on the keyword or number search field. The system will utilize advanced search options. The advance search function allows, among other things, searching for phrases from fields such as product/service names or notes added to the invoice. With its help, you can also search based on data contained in recipient fields, alternate mailing address, and additional description if provided.

 

I can't find a document in the system - Account activity

There are situations where, despite using the document filtering options, you cannot find it in your account. You also can't recall whether the document was edited or perhaps deleted from the system by one of the users. What can you do in such a case? How can you check what happened to the document?

In the system, for a user with the account owner role, there is an option to check detailed account activity.

With this option, you can review various types of activities related to documents, including document creation, editing, or deletion. In the account activity tab, you can also filter searches by selected date ranges or users.

To access activity checking, you need to go to Settings > Account settings > Your account, and in the Other section, check the Show user activity checkbox.


 

After saving changes in the Settings > Activity tab, you will have the ability to verify activities associated with your account.


 

More information about the account activity option in the post: How to check account activity?