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[sitka/doc/acquisitions.git] / acq / acq-search-module.xml
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1<?xml version='1.0' encoding='UTF-8'?>\r
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-search-module">\r
4 <info>\r
5 <title>Search the Acquisitions Module</title>\r
6 <legalnotice>\r
7 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen\r
10 Community</link></emphasis></para>\r
11 </legalnotice>\r
12 \r
13 \r
14\r
15 <abstract>\r
16 <para>The acquisitions module has a powerful searching interface that enables you to search for line items, catalogue records, selection lists, purchase \r
17orders, and invoices. Searching for line items and catalogue records can help ensure that duplicate orders are not placed.</para></abstract>\r
af7f56b6 18 \r
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19\r
20 </info>\r
21\r
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22 <section xml:id="general-search-module">\r
23 <title>Using the General Search</title>\r
24<para><link linkend="general-search-tips">Search Tips</link></para> \r
25<para>In the acquisitions module you can search for line items, line items and catalog records, selection lists, purchase orders, and invoices.</para>\r
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26<para>The option chosen in the <guilabel>Search for</guilabel> box determines what form your search results will return in. The possible options are: line items, line items and catalogue\r
27records, selection lists, purchase orders, and invoices.</para>\r
28\r
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29<para>Search fields are divided into a number of categories. These categories are: Line Item, Selection List, Purchase Order, Invoice, Line Item Detail, \r
30and Line Item Attribute. \r
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31Unless greyed out these fields can be used with any of the Search for options.</para>\r
32\r
33<informalfigure>\r
34<para>The example below illustrates searching for invoices using the ID of a purchase order.</para>\r
35<para><mediaobject>\r
36<alt>screenshot of the General Search</alt>\r
37\r
38<imageobject>\r
39<imagedata fileref="media/general-search-0.png" scalefit="0"></imagedata>\r
40</imageobject>\r
41</mediaobject></para>\r
42</informalfigure>\r
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43\r
44<note><para>You may wish to begin your acquisitions process by searching for line items and catalogue records. This ensures that you do not purchase an item that the \r
45library already owns or is on another selection list or purchase order. \r
46See <link linkend="lineitem-catalogue-search">Searching for Line Items and Catalogue Records</link> for more details.</para></note>\r
47\r
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48\r
49<simplesect xml:id="general-search-tips">\r
50<title>Search Tips:</title>\r
51<itemizedlist>\r
52<listitem>\r
53<para>The <guilabel>Search for</guilabel> option you choose will be the form in which your results are returned in.</para>\r
54</listitem>\r
55<listitem>\r
56<para>Search terms are ANDed together when <guilabel>all</guilabel> is selected.</para>\r
57</listitem>\r
58<listitem>\r
59<para>Search terms are ORed together when <guilabel>any</guilabel> is selected.</para>\r
60</listitem>\r
61<listitem>\r
62<para>Click <guibutton>Add Search Term</guibutton> to add more fields.</para>\r
63</listitem>\r
64<listitem>\r
65<para>Search fields from any category can be used in a search unless the search fields are grayed out in the list.</para>\r
66</listitem>\r
67<listitem>\r
68<para>Click the red <guibutton>X</guibutton> at the end of each row to delete search terms.</para>\r
69</listitem>\r
70<listitem>\r
71<para>Use "contains" when doing keyword searching, such as for Title of a Work.</para>\r
72</listitem>\r
73<listitem>\r
74<para>Use "is" when searching for an exact match, such as for an ISBN.</para>\r
75</listitem>\r
76</itemizedlist>\r
77</simplesect>\r
78\r
79</section>\r
80\r
81<section xml:id="lineitem-search">\r
82<title>Searching for Line Items</title>\r
2379166e 83<para>A <guilabel>Line Item</guilabel> search will retrieve a list of line items based on the search terms used.</para>\r
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84<para><link linkend="line-search-tips">Search Tips</link></para> \r
85\r
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86<procedure>\r
87<step>\r
88<informalfigure>\r
89<para>To access the searching interface, select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>General Search</guimenuitem></menuchoice>.</para>\r
90<para><mediaobject>\r
91<alt>screenshot of the General Search</alt>\r
92\r
93<imageobject>\r
94<imagedata fileref="media/general-search-1.png" scalefit="0"></imagedata>\r
95</imageobject>\r
96</mediaobject></para>\r
97</informalfigure>\r
98</step>\r
99\r
100<step>\r
101<informalfigure>\r
24d55021 102<para>Choose <guilabel>line items</guilabel> from the <guilabel>Search for</guilabel> drop down menu.</para>\r
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103<para><mediaobject>\r
104<alt>screenshot of the General Search</alt>\r
105\r
106<imageobject> \r
107 <imagedata fileref="media/general-search-2.png" scalefit="0"></imagedata>\r
108 </imageobject>\r
109</mediaobject></para>\r
110</informalfigure>\r
111</step>\r
112\r
113<step>\r
114<informalfigure>\r
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115<para>Refine your search by selecting the specific fields you would like to search. Some search terms may be disabled depending on the <guilabel>Search for</guilabel>\r
116option you chose. </para>\r
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117<para><mediaobject>\r
118<alt>screenshot of the General Search</alt>\r
119\r
120<imageobject>\r
121<imagedata fileref="media/general-search-3.png" scalefit="0"></imagedata>\r
122</imageobject>\r
123</mediaobject></para>\r
124</informalfigure>\r
125</step>\r
126\r
127<step>\r
128<informalfigure>\r
129<para>Once you have added your search term(s), click <guibutton>Search</guibutton> or hit the <keycap>ENTER</keycap> key. Results meeting your search criteria will display.</para>\r
130<para><mediaobject>\r
131<alt>screenshot of the General Search</alt>\r
132\r
133<imageobject>\r
134<imagedata fileref="media/general-search-4.png" scalefit="0"></imagedata>\r
135</imageobject>\r
136</mediaobject></para>\r
137</informalfigure>\r
138</step>\r
139\r
140<step>\r
141<informalfigure>\r
af7f56b6 142<para>If you wish to edit your search, click <guibutton>Reveal Search Form</guibutton> in the top right hand corner of the results screen to display your search.</para>\r
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143<para><mediaobject>\r
144<alt>screenshot of the General Search</alt>\r
145\r
146<imageobject>\r
70733a73 147<imagedata fileref="media/general-search-5.png" width="70%" scalefit="1"></imagedata>\r
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148</imageobject>\r
149</mediaobject></para>\r
150</informalfigure>\r
151</step>\r
152\r
153</procedure>\r
154\r
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155<simplesect xml:id="line-search-tips">\r
156<title>Search Tips</title>\r
31063226 157\r
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158<itemizedlist>\r
159<listitem>\r
2379166e 160<para>When searching for line items using non-library specific search fields, such as <guilabel>LI - State</guilabel>, it is recommended that you also use a search\r
24d55021 161field such as <guilabel>SL - Org Unit</guilabel> or <guilabel>PO - Ordering Agency</guilabel> to restrict the search to your library and avoid permissions error \r
2598bc7d 162messages.</para>\r
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163</listitem>\r
164<listitem>\r
24d55021 165<para>See <link linkend="general-search-tips">Using the General Search</link> for more general search tips.</para>\r
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166</listitem>\r
167</itemizedlist>\r
168</simplesect>\r
169\r
24d55021 170\r
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171</section>\r
172\r
173<section xml:id="lineitem-catalogue-search">\r
174<title>Searching for Line Items and Catalogue Records</title>\r
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175<para><link linkend="line-cat-search-tips">Search Tips</link></para> \r
176<para>To prevent duplication, best practice is to search for an item before adding it to a selection list or purchase order. A search for Line Items and Catalogue\r
177records searches all records in the catalogue as well as all line items. This helps to ensure that duplicate orders \r
178are not placed for items that your library already owns or is in the process of ordering.</para>\r
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179\r
180<note><para>There are five <guilabel>Line Item Attribute</guilabel> search fields you can use when searching for line items and catalogue records.</para>\r
181<para>They are:</para>\r
182<itemizedlist>\r
183<listitem>\r
184<para>LIA-Title of Work: Use with the connecting word of "contains" to keyword search for a line item or catalogue record with a particular title.</para>\r
185</listitem>\r
186<listitem>\r
187<para>LIA-Author of work: Use with the connecting word of "contains" to keyword search for line items or catalogue records by a particular author.</para>\r
188</listitem>\r
189<listitem>\r
190<para>LIA-ISBN: Use with the connecting word "is" to search for a line item or catalogue record with a specific ISBN.</para>\r
191</listitem>\r
192<listitem>\r
193<para>LIA-ISSN: Use with the connecting word "is" to search for a line item or catalogue record with a specific ISSN.</para>\r
194</listitem>\r
195<listitem>\r
196<para>LIA-UPC: use with the connecting word "is" to search for a line item or catalogue record with a specific UPC.</para>\r
197</listitem>\r
198</itemizedlist>\r
199<para>All other search fields will display as grayed out.</para>\r
200</note>\r
201\r
202<procedure>\r
203<step>\r
204<informalfigure>\r
205<para>To access the searching interface, select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>General Search</guimenuitem></menuchoice>.</para>\r
206<para><mediaobject>\r
207<alt>screenshot of the General Search</alt>\r
208\r
209<imageobject>\r
210<imagedata fileref="media/general-search-1.png" scalefit="0"></imagedata>\r
211</imageobject>\r
212</mediaobject></para>\r
213</informalfigure>\r
214</step>\r
215\r
216<step>\r
217<informalfigure>\r
218<para>Choose <guilabel>line items and catalog records</guilabel> from the <guilabel>Search for</guilabel> drop down menu.</para>\r
219<para><mediaobject>\r
220<alt>screenshot of the General Search</alt>\r
221\r
222<imageobject>\r
223<imagedata fileref="media/lineitem-catalogue-search-2.png" scalefit="0"></imagedata>\r
224</imageobject>\r
225</mediaobject></para>\r
226</informalfigure>\r
227</step>\r
228\r
229\r
230<step>\r
231<para>Select your search field(s) and enter your search term(s).</para>\r
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232</step>\r
233\r
234<step>\r
235<para>Click <guibutton>Search</guibutton> or hit the <keycap>Enter</keycap> key.</para>\r
236</step>\r
237\r
238<step>\r
239<informalfigure>\r
240<para>The line items and/or catalogue records that meet your search criteria will display.</para>\r
241<para><mediaobject>\r
242<alt>screenshot of the General Search</alt>\r
243\r
244<imageobject>\r
db860fd2 245<imagedata fileref="media/lineitem-catalogue-search-3.png" width="100%" scalefit="1"></imagedata>\r
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246</imageobject>\r
247</mediaobject></para>\r
248</informalfigure>\r
249</step>\r
250\r
251</procedure>\r
252\r
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253<simplesect xml:id="line-cat-search-tips">\r
254<title>Search Tips</title>\r
255\r
256<itemizedlist>\r
257<listitem>\r
258<informalfigure>\r
259<para>When searching for line items and catalogue records the best search fields to use are Title of work and the number field associated with \r
260the item (ISBN, ISSN, UPC).</para>\r
261<para>If the system is set to match <guilabel>any</guilabel> of the following terms the results will include items that match either the title or number \r
262or both.</para>\r
263<para><mediaobject>\r
264<alt>screenshot of the General Search</alt>\r
265\r
266<imageobject>\r
267<imagedata fileref="media/lineitem-catalogue-search-1.png" scalefit="0"></imagedata>\r
268</imageobject>\r
269</mediaobject></para>\r
270</informalfigure>\r
271</listitem>\r
272<listitem>\r
273<para>See <link linkend="general-search-tips">Using the General Search</link> for more general search tips.</para>\r
274</listitem>\r
275</itemizedlist>\r
276</simplesect>\r
277\r
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278</section>\r
279\r
280<section xml:id="selection-search">\r
281<title>Searching for Selection Lists</title>\r
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282<para><link linkend="selection-search-tips">Search Tips</link></para>\r
283<para><link linkend="selection-lists">My Selection List</link> only displays the selection lists created by the user currently logged onto the workstation. You can view selection \r
284lists created by other users using the <guilabel>General Search</guilabel>.</para> \r
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285\r
286<procedure>\r
287<step>\r
288<informalfigure>\r
289<para>To access the searching interface, select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>General Search</guimenuitem></menuchoice>.</para>\r
290<para><mediaobject>\r
291<alt>screenshot of the General Search</alt>\r
292\r
293<imageobject>\r
294<imagedata fileref="media/general-search-1.png" scalefit="0"></imagedata>\r
295</imageobject>\r
296</mediaobject></para>\r
297</informalfigure>\r
298</step>\r
299\r
300<step>\r
301<informalfigure>\r
302<para>Choose <guilabel>selection lists</guilabel> from the <guilabel>Search for</guilabel> drop down menu.</para>\r
303<para><mediaobject>\r
304<alt>screenshot of the General Search</alt>\r
305\r
306<imageobject>\r
307<imagedata fileref="media/selection-search-1.png" scalefit="0"></imagedata>\r
308</imageobject>\r
309</mediaobject></para>\r
310</informalfigure>\r
311</step>\r
312\r
313\r
314<step>\r
315<para>Select your search field(s) and enter your search term(s).</para>\r
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316</step>\r
317\r
318<step>\r
319<informalfigure>\r
320<para>Click <guibutton>Search</guibutton> or hit the <keycap>Enter</keycap> key.</para>\r
321<para><mediaobject>\r
322<alt>screenshot of the General Search</alt>\r
323\r
324<imageobject>\r
325<imagedata fileref="media/selection-search-2.png" scalefit="0"></imagedata>\r
326</imageobject>\r
327</mediaobject></para>\r
328</informalfigure>\r
329</step>\r
330\r
331<step>\r
332<informalfigure>\r
333<para>The selection lists meeting your search criteria will display in a grid.</para>\r
334<para><mediaobject>\r
335<alt>screenshot of the General Search</alt>\r
336\r
337<imageobject>\r
338<imagedata fileref="media/selection-search-3.png" scalefit="0"></imagedata>\r
339</imageobject>\r
340</mediaobject></para>\r
341</informalfigure>\r
342</step>\r
343\r
344</procedure>\r
345\r
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346<simplesect xml:id="selection-search-tips">\r
347<title>Search Tips</title>\r
348<para>When searching for lists created by a particular user the best search fields are:</para>\r
349<itemizedlist>\r
350<listitem>\r
351<para>SL-Owner: Searches the selection lists based on the owning user.</para>\r
352</listitem>\r
353<listitem>\r
354<para>SL-Creator: Searches the selection lists based on the creating user.</para>\r
355</listitem>\r
356</itemizedlist>\r
357<para>When searching for a particular selection list, the best search field is:</para>\r
358<itemizedlist>\r
359<listitem>\r
360<para>SL-Name: Searches for the name of a particular selection list.</para>\r
361</listitem>\r
362<listitem>\r
363<para>Search fields in the catagories of Line Item, Purchase Order, Invoice, and Line Item Attribute may also be used to build a search.</para>\r
364</listitem>\r
365</itemizedlist>\r
366<para>See <link linkend="general-search-tips">Using the General Search</link> for more general search tips.</para>\r
367\r
368\r
369</simplesect>\r
370\r
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371</section>\r
372\r
373<section xml:id="purchase-order-search">\r
374<title>Searching for Purchase Orders</title>\r
375<para><link linkend="purchase-search-tips">Search Tips</link></para>\r
376<para>The default purchase order search allows you to quickly generate a list of on-order purchase orders.</para> \r
377<para>This search can also easily be modified to search for purchase orders using other parameters.</para>\r
378\r
379<procedure>\r
380<step>\r
381<informalfigure>\r
382<para>To access the searching interface, select\r
383<menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Purchase Orders</guimenuitem></menuchoice>.</para>\r
384<para><mediaobject>\r
385<alt>screenshot of the Purchase Order Search</alt>\r
386\r
387<imageobject>\r
388<imagedata fileref="media/purchase-search-1.png" scalefit="0"></imagedata>\r
389</imageobject>\r
390</mediaobject></para>\r
391</informalfigure>\r
392</step>\r
393\r
394<step>\r
395<informalfigure>\r
396<para>By default the search interface is set to search for on-order purchase orders created by your ordering agency.</para>\r
397<para>If this is the search you wish to perform, click <guibutton>Search</guibutton>.</para>\r
398<para><mediaobject>\r
399<alt>screenshot of the Purchase Order Search</alt>\r
400\r
401<imageobject>\r
402<imagedata fileref="media/purchase-search-2.png" scalefit="0"></imagedata>\r
403</imageobject>\r
404</mediaobject></para>\r
405</informalfigure>\r
406</step>\r
407\r
408</procedure>\r
409\r
410<simplesect xml:id="purchase-search-tips">\r
411<title>Search Tips:</title>\r
412<itemizedlist>\r
413<listitem>\r
414<para>To search for purchase orders with a status other than on-order, simply replace <guilabel>on-order</guilabel> with the status you wish to search.</para>\r
415</listitem>\r
416<listitem>\r
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417<para>By default the <guilabel>PO-Ordering Agency</guilabel> is the workstation the user is logged in at. Multi-branch systems with centralized ordering will need \r
418to update this to the location that is their actual ordering agency.</para>\r
419</listitem>\r
420<listitem>\r
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421<informalfigure>\r
422<para>Use the <guilabel>Purchase Order</guilabel> search fields to modify your search as needed.</para>\r
423<para><mediaobject>\r
424<alt>screenshot of the Purchase Order Search</alt>\r
425\r
426<imageobject>\r
427<imagedata fileref="media/purchase-search-3.png" scalefit="0"></imagedata>\r
428</imageobject>\r
429</mediaobject></para>\r
430</informalfigure>\r
431</listitem>\r
432<listitem>\r
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433<para>Search fields in the categories of <guilabel>Line Item</guilabel>, <guilabel>Selection List</guilabel>, <guilabel>Invoice</guilabel>, and \r
434<guilabel>Line Item Attribute</guilabel> may also be used to build a search.</para>\r
435</listitem>\r
436<listitem>\r
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437<para>See <link linkend="general-search-tips">Using the General Search</link> for more general search tips.</para>\r
438</listitem>\r
439</itemizedlist>\r
440</simplesect>\r
441\r
442</section>\r
443\r
444<section xml:id="invoice-search">\r
445<title>Searching for Invoices</title>\r
446<para><link linkend="invoice-search-tips">Search Tips</link></para>\r
447<para>The default invoice search allows you to quickly generate a list of open invoices.</para> \r
448<para>This search can also easily be modified to search for invoices using other parameters.</para>\r
449\r
450<procedure>\r
451<step>\r
452<informalfigure>\r
453<para>To access the searching interface, select\r
454<menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r
455<para><mediaobject>\r
456<alt>screenshot of the Invoice Search</alt>\r
457\r
458<imageobject>\r
459<imagedata fileref="media/invoice-search-1.png" scalefit="0"></imagedata>\r
460</imageobject>\r
461</mediaobject></para>\r
462</informalfigure>\r
463</step>\r
464\r
465<step>\r
466<informalfigure>\r
467<para>By default the search interface is set to search for open invoices created by your ordering agency.</para>\r
468<para>If this is search you wish to perform, click <guibutton>Search</guibutton>.</para>\r
469<para><mediaobject>\r
470<alt>screenshot of the Invoice Search</alt>\r
471\r
472<imageobject>\r
473<imagedata fileref="media/invoice-search-2.png" scalefit="0"></imagedata>\r
474</imageobject>\r
475</mediaobject></para>\r
476</informalfigure>\r
477</step>\r
478</procedure>\r
479\r
480\r
481<simplesect xml:id="invoice-search-tips">\r
482<title>Search Tips</title>\r
483<itemizedlist>\r
484<listitem>\r
485<para>To search for closed invoices simply check the box adjacent to the <guilabel>I-Complete</guilabel> search field.</para>\r
486</listitem>\r
487<listitem>\r
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488<para>By default the I-Receiver is the workstation the user is logged in at. Multi-branch systems with centralized ordering will need to update this to \r
489the location that is their actual receiver.</para>\r
490</listitem>\r
491<listitem>\r
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492<para>Search fields in the categories of <guilabel>Line Item</guilabel>, <guilabel>Selection List</guilabel>, <guilabel>Purchase Order</guilabel>, and \r
493<guilabel>Line Item Attribute</guilabel> may also be used to build a search.</para>\r
494</listitem>\r
495<listitem>\r
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496<informalfigure>\r
497<para>Use the <guilabel>Invoice</guilabel> search fields to modify your search as needed.</para>\r
498<para><mediaobject>\r
499<alt>screenshot of the Invoice Search</alt>\r
500\r
501<imageobject>\r
502<imagedata fileref="media/view-invoice-3.png" scalefit="0"></imagedata>\r
503</imageobject>\r
504</mediaobject></para>\r
505</informalfigure>\r
506</listitem>\r
507<listitem>\r
508<para>See <link linkend="general-search-tips">Using the General Search</link> for more general search tips.</para>\r
509</listitem>\r
510</itemizedlist>\r
511</simplesect>\r
512\r
513\r
514</section>\r
515 \r
516</chapter>\r