Searching for documents

About this task

The Search Document page enables you to search for document information for the mailslot to which you are logged on. After performing a search, you can access more details about the results that display:

  • When searching for inbound data, you can view raw data for the interchange control number.
  • When searching for outbound data, you can view raw data for the interchange control number, functional group data, and document information (when applicable). For information about accessing this data, see Document Search View page.
  • When searching for inbound or outbound data, you can exchange (swap) the sender and receiver IDs.
  • When searching for a Business Document Number 2, you can search for the PO or invoice and display information for the PO or invoice in Document Visibility.
    Note: The Business Document Number 2 allows you to loosely associate documents together by providing multiple cross reference numbers in the Document Tracking tool. For example, the PO or invoice can be extracted as an additional reference number from your invoice data and displayed in Document Visibility.
    Note: In order to have this feature available to you, you will first need to:
    • Register for Document Visibility
    • Contact Customer Support to request setup of the Business Document Number 2 for your mailslot. You must define this reference field (e.g., PO or invoice).

The more specific your search criteria, the more specific your search results. When using the Search Document page, consider the following:

  • You cannot use colons, commas, or slashes when you enter dates and times.
  • You can search using any combination of Sender ID with or without Sender Qual; Receiver ID with or without Receiver Qual; Functional Group; Interchange Control Number; Document ID; Business Document Number; Status; Loaded Date/Time; Picked Up Date/Time; or Inbound/Outbound/All data.
  • Initially, the search results display by Loaded Date/Time in ascending order. You can sort the search results in ascending or descending order using these columns: Picked Up Date/Time, Loaded Date/Time, Status, Interchange Control Number, Functional Group, Document ID, Business Document Number, Sender ID or Receiver ID.
  • Sterling Document Tracking initially displays data according to your profile setup.
  • You can display data up to 35 days old. To display data older than the current view, you must enter date and time range criteria for the number of days you want to display data.
  • To navigate among the records that display as a result of a search, you can click Page Down and Page Up.
  • After performing a search, an informational message above the table displays to indicate the number of records available. For example:
    • The message Record 1 - 8 of 96+ indicates the initial page of the results is displaying records 1 through 8 of the first 96 records that match your search criteria.
    • The plus sign (+) indicates that once you reach records 89 through 96, you can click Page Down to access more records that match your search criteria.

      For example, if a total of 170 records matched your sort criteria, clicking Page Down after viewing records 89 through 96 displays a message indicating Record 97 - 104 of 170. If a total of 200 records matched, the informational message Record 97 - 104 of 192+ displays after clicking Page Down because records are returned in groups of 96.

  • When you select the status Error from the Status column list, the Sort by picked up date/time is disabled.

Procedure

To perform a document search, follow these steps:
  1. From the Views menu, select Search Document to display the Document Search View page.
  2. On the Document Search View page, type your search criteria in the available fields. For information about fields, see Document Search View page.
    Note: If you have the Business Document Number 2 available, you can transfer from the invoice to view the actual P.O. (assuming it’s been in the last 35 days) by copying the Business Document Number 2 and placing it in the Business Document Number field.
  3. To display your search results, press Enter or click Search.
  4. To switch the Sender ID and the Receiver ID, click Swap Sender/Receiver IDs.
  5. To sort columns in ascending order, click the column heading in the information table.
    Note: The direction of the arrow next to the column heading indicates ascending and descending order. To reverse the order, click the column heading, again.
  6. To view any additional records, click Page Down.

    For more information, see Document Search View page.