Finding Records

There are two ways to find something in Knowledge ERP, and they answer different questions.

Global search — when you know the name or the number #

The search box at the top of every page searches across modules at once. Type a customer name, a vendor name, a document number, or an email address and the matching records are grouped by what they are (Customers, Sales Orders, Vendor Invoices, and so on). Click a result to open it.

Results show a line of detail underneath, so you can pick the right one without opening each in turn — the customer or vendor on a document, its status, and the amount or date that matters for that kind of record.

What it searches #

You're looking for	Type	What it matches
Customers	Name, first or last name, email, phone	The customer record
Vendors	Name, email, phone	The vendor record
Sales orders	SO- number, customer name, tracking number	Result shows customer, status, total
Quotes	Q- number, customer name	Result shows customer, status, total
Customer invoices	Invoice number, customer name	Result shows customer, status, total, due date
Customer returns	RMA number, customer name	Result shows customer, status, reason
Purchase orders	PO- number, vendor name	Result shows vendor, status, total
Vendor invoices	The vendor's invoice number, vendor name	Result shows vendor, status, total, due date
Vendor returns	RMA number, vendor name	Result shows vendor, status, reason
Rental agreements	RA- number, customer name	Result shows customer, status, due-back date
Loan agreements	LN- number, borrower name	Result shows borrower, status, due-back date
Work orders	WO- number, product name	Result shows product, status, due date
Products	Name	The catalogue record
Units	Name, product name, barcode	The tracked physical item

Notice that documents are findable by the counterparty, not only by their own number: searching a customer's name brings back their orders, invoices, returns, rentals and loans alongside the customer record itself.

Two things to know:

• It respects your access. You only ever see records from your own account, and only from the modules your plan includes. If a module isn't on your plan, its records don't appear.
• Sales orders and purchase orders follow the location switcher. If you have a specific location selected in the sidebar, those two are searched within it — the same narrowing their lists use. Switch to All locations to search everywhere.

Configuration records — tax rates, price lists, roles, custom field definitions, locations, bins, units of measure, appointment types, rental rates, automation rules — are deliberately left out of global search so it stays a list of things you did, not things you set up. Reach those from the sidebar.

List search and filters — when you're looking for a set of records #

Every list page has its own search box and filters, and that's the better tool when you don't have one specific record in mind: "every open PO for this vendor", "invoices due this month", "returns awaiting receipt". List search matches the columns on that list, filters stack on top of it, and the result can be exported to CSV or saved as a filter preset. See the guide for the module you're working in.

Scanning — when the thing is in your hand #

If a record has a barcode — a unit, a kit, a loan or rental agreement, a return — scanning it opens it directly, no typing. See Barcodes & Label Printing and the mobile app.