Saved Searches

Saved searches are simple lists anyone in the system can create.

On the dashboard, they form lists with counts which can be double clicked for those lists to be processed. Below are some typical saved searches for each area you may want to create or they may also inspiration for you to achieve your own.

Area	Suggested Name	How To Create	Comments
Stock	Recently sold stock items	Select Stock area > Advanced search Dates/Pricing > Date Search By : Last sold Dates/Pricing > Between: Last 4 weeks On list click the Last Sold On column twice to order by most recent. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.	Date/Time range can be defined to however you want.
	Recently ordered stock items	Select Stock area > Advanced search Dates/Pricing > Date Search By : Last ordered Dates/Pricing > Between: Last 4 weeks On list click the Last Ordered On column twice to order by most recent. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.	Date/Time range can be defined to however you want.
	Tags with car	Select Stock area > Advanced search Tags > Product tag(s) Choose the car tag Save the search with the suggested name.	Change tag to whatever you want.
	More than 1 supplier	Select Stock area > Advanced search Dates/Pricing > No Of Suppliers Between: 2 And 99 Save the search with the suggested name.
	Last week's Stock items created	Select Stock area > Advanced search Dates/Pricing > Date Search By : Created on Dates/Pricing > Between: Last week On list click the Created On column twice to order by most recent. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.

Assets	Servicing or testing overdue	Select Assets area > Advanced search Dates > Date Search By: Next Service/Test Date Dates > Between: Older than today Advanced > Status > Select: Spare; In Use; Defective⁽¹⁾ On list click the Next Service column twice to order by most recent. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.	⁽¹⁾ Ensures that Decommissioned Assets do not appear on the list.
	Servicing or testing due in next 4 weeks	Select Assets area > Advanced search Dates > Date Search By: Next Service/Test Date Dates > Between: Next 4 weeks Advanced > Status > Select: Spare; In Use; Defective⁽¹⁾ On list click the Next Service column twice to order by most recent. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.	⁽¹⁾ Ensures that Decommissioned Assets do not appear on the list.
	Servicing or testing due in next 12 weeks	Select Assets area > Advanced search Dates > Date Search By: Next Service/Test Date Dates > Between: Next 12 weeks Advanced > Status > Select: Spare; In Use; Defective⁽¹⁾ On list click the Next Service column twice to order by most recent. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.	⁽¹⁾ Ensures that Decommissioned Assets do not appear on the list.

Purchasing	Purchases that require price checking (have supplier invoice attached)	Select Purchasing area > Advanced search Payment/Accounts > Has File Of Type: Supplier Invoice⁽¹⁾ Tags > Has file(s) with tags Choose the Price checked⁽²⁾ tag Change from And to Exclude (And), this matches tags that don't have "Price checked" Save the search with the suggested name.	⁽¹⁾We recommend adding a file type "Supplier Invoice" and choosing it when you add supplier invoices. ⁽²⁾ In Files (where the supplier invoice is added), we recommend adding a tag "Price checked". Once this saved search is opened, you would typically work through each purchase, open it and view the supplier invoice side by side, transpose prices from the scan onto the purchase order lines, then switch on Update Product Costs and Save. On the scan, you would tick the tag Price checked to complete and remove it from the list. Also note you can come at this through the File area, by searching out files and the purchase can be opened directly from there by double clicking in the Area cell (anything else opens the file).
	Purchases that require external freight to be added	Select Purchasing area > Advanced search Payment/Accounts > External Freight: Yes (TBC only) Payment/Accounts > Has File Of Type: Supplier Invoice⁽¹⁾ Tags > Has file(s) with tags Choose the External Freight⁽²⁾ tag Save the search with the suggested name.	⁽¹⁾Same as previous recommendation. ⁽²⁾ In Files (where the supplier invoice is added), we recommend adding a tag "External Freight". An alternative to this would be to create another file type "External Freight Supplier Invoice" so the tag wouldn't be required, however you may want to keep both under the same file type for other reasons. This lists all purchases with a delivery that came in which have TBC in External Freight Cost with an external freight supplier invoice ready to be transposed onto the purchase.
	Purchases with customer reservations that haven't been fulfilled and are older than a week	Select Purchasing area > Advanced search Advanced > Reservations: Orders containing unfulfilled reservations Dates > Date Between: Older than 1 week On list click the Ordered On column once to order by oldest. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.
	Purchases with customer reservations that have stock to fulfill them now	Select Purchasing area > Advanced search Advanced > Reservations: Orders containing unfulfilled reservations that have stock to fulfill. Dates > Date Between: Older than 1 week On list click the Ordered On column once to order by oldest. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.
	Purchase orders older than 2 weeks that haven't been received (partial or no deliveries)	Select Purchasing area > Advanced search Dates > Date Between: Older than 2 week Advanced > Status > Select: Created; Sent; Partially received On list click the Ordered On column once to order by oldest. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.
	Overdue Purchase Orders	Select Purchasing area > Advanced search Dates > Date Search By: Due Date Date Between: Older than today On list click the Ordered On column once to order by most overdue. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.
	Next Actions due	Select Purchasing area > Advanced search Dates > Date Search By: Next action date Date Between: Older than tomorrow On list click the Next Action Date column once to order by longest due (oldest). General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.
	Next Actions due assigned to me	Select Purchasing area > Advanced search Advanced > Next Action Required By: Select your User Name Dates > Date Search By: Next action date Date Between: Older than tomorrow On list click the Next Action Date column once to order by longest due (oldest). General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.
	Next actions due in future	Select Purchasing area > Advanced search Dates > Date Search By: Next action date Date Between: Newer than today On list click the Next Action Date column once to order by soonest due. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.
	Next actions due in future by me	Select Purchasing area > Advanced search Advanced > Next Action Required By: Select your User Name Dates > Date Search By: Next action date Date Between: Newer than today On list click the Next Action Date column once to order by soonest due. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.

Suppliers	Favourite suppliers	Select Supplier area > Advanced search Tags > Has tag(s) Select the Favourite Suppliers tag⁽¹⁾ Save the search with the suggested name.	⁽¹⁾In order to create this search, go toSettings > General > Tags > Suppliers create a tag: Favourite Suppliers. Add this tag to some suppliers.

Sales	Quotes older than a week to chase up, ordered by highest value	Select Sales area > Advanced search Advance > Status > Select: Stock quote; Stock quote (stock allocated) Dates > Date Search By: Stock Quote Date Date Between: Older than 1 week On list click the Sub Total column twice to order by highest value. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.
	Quotes older than a week to chase up, ordered by oldest first	Select Sales area > Advanced search Advance > Status > Select: Stock quote; Stock quote (stock allocated) Dates > Date Search By: Stock Quote Date Date Between: Older than 1 week On list click the Stock Quote Date column once to order by oldest first. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.
	Overdue Sales Orders	Select Sales area > Advanced search Payment/Accounts > Payment Status > Select: On Account; Unpaid; Partially paid Dates > Date Search By: Invoice due by Date Between > Older than today Save the search with the suggested name.
	Next Actions due in future by me	Select Sales area > Advanced search Advanced > Next Action Required By: Select your User Name Dates > Date Search By: Next action date Date Between: Newer than today On list click the Next Action Date column once to order by soonest due. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.
	Next Actions due in future	Select Sales area > Advanced search Dates > Date Search By: Next action date Date Between: Newer than today On list click the Next Action Date column once to order by soonest due. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.
	Next Actions due assigned to me	Select Sales area > Advanced search Advanced > Next Action Required By: Select your User Name Dates > Date Search By: Next action date Date Between: Older than tomorrow On list click the Next Action Date column once to order by longest due (oldest). General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.
	Next actions due	Select Sales area > Advanced search Dates > Date Search By: Next action date Date Between: Older than tomorrow On list click the Next Action Date column once to order by longest due (oldest). General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.
	Sales Orders ready to Invoice	Select Sales area > Advanced search Advanced > Status > Select: Sales order (sent) Save the search with the suggested name.

Customers	Customers with loyalty discount	Select Customers area > Advanced search Tags > Select the loyalty discount tag⁽¹⁾ Save the search with the suggested name.	⁽¹⁾In order to create this search, go to Settings > General > Tags > Customers > create a tag: Loyalty Discount. Add this tag to some Customers. To set up the discount go to Settings > General > Discounts and set up the Customer discount using the tag created above.

Jobs	Next actions due in future	Select Jobs area > Advanced search Dates > Date Search By: Next action date Date Between: Newer than today On list click the Next Action Date column once to order by soonest due. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.
	Next actions due in future by me	Select Jobs area > Advanced search Advanced > Next Action Required By: Select your User Name Dates > Date Search By: Next action date Date Between: Newer than today On list click the Next Action Date column once to order by soonest due. General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.
	Next actions due	Select Jobs area > Advanced search Dates > Date Search By: Next action date Date Between: Older than tomorrow On list click the Next Action Date column once to order by longest due (oldest). General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.
	Next actions due assigned to me	Select Jobs area > Advanced search Advanced > Next Action Required By: Select your User Name Dates > Date Search By: Next action date Date Between: Older than tomorrow On list click the Next Action Date column once to order by longest due (oldest). General > Saved Search > + Store Sort Orders > Yes Save the search with the suggested name.

Timesheets	Timesheets awaiting approval	Select Timesheets area General > Status > select: Unapproved Save the search with the suggested name.
	Unbilled older than 1 week	Select Timesheets area General > Status > select: Hours pending; Unapproved; Approved. Advanced > tick Search Date Range Search: Work date > Between: Older than 1 week Accounts > Sage Invoiced > No Save the search with the suggested name.

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