Database Management

Introduction to the Database

Invoices Reader stores all processed invoice data in a local database, allowing you to:

Keep a permanent record of all processed invoices
Quickly search and filter invoices by various criteria
Generate reports and analytics
Export data to external systems
Track invoice history and maintain audit trails

The database is a key component of Invoices Reader, providing a centralized repository for all your invoice data. Understanding how to effectively use the database features will help you get the most out of the application.

Accessing the Database

There are several ways to access the invoice database:

Database Button

Click the Database button in the main toolbar to open the database view.

File Menu

Select File > Database from the main menu to access the database.

Keyboard Shortcut

You can quickly access the database by pressing Ctrl + D from anywhere in the application.

Basic View: Batch Management

The database window opens with the Basic View tab selected by default, showing a list of all invoice batches:

The Basic View provides the following features:

Batch List: Shows all batches of invoices that have been processed
Date Filter: Filter batches by date range
Batch Details: View summary information for each batch
Load Batch: Load a batch into the main interface for viewing or editing
Export Batch: Export a batch to Excel or other formats
Delete Batch: Remove a batch from the database

Working with Batches

The Basic View is ideal for managing entire batches of invoices. You can quickly see how many invoices are in each batch, when they were processed, and access batch-level operations.

Advanced View: Individual Invoices

The Advanced View tab provides detailed access to individual invoices:

The Advanced View offers the following capabilities:

Invoice List: Shows all individual invoices in the database
Detailed Filters: Filter by multiple criteria (date, vendor, amount, etc.)
Sorting: Sort invoices by any column
Invoice Details: View complete details for each invoice
Edit Invoice: Modify invoice data directly in the database
Export Selection: Export selected invoices to various formats

When to Use Advanced View

Use the Advanced View when you need to work with individual invoices across different batches, perform complex searches, or generate custom reports based on specific criteria.

Searching & Filtering

The database provides powerful search and filtering capabilities:

Search & Filter Options

Date Range

Vendor

Invoice Number

Amount Range

Advanced search techniques:

Wildcard Searches: Use * for wildcards (e.g., "ABC*" to find all vendors starting with "ABC")
Numeric Ranges: Specify ranges for amounts, dates, and other numeric fields
Multiple Criteria: Combine multiple search criteria for precise filtering
Save Filters: Save frequently used filters for quick access

Search Tips

For the most efficient searches, start with broader criteria and then narrow down your results. This approach is faster than starting with very specific criteria that might not match any records.

Exporting Data

The database allows you to export invoice data in various formats:

Excel Export

Export to Microsoft Excel (.xlsx) format

Full formatting
Multiple sheets
Data validation

CSV Export

Export to CSV format for maximum compatibility

Universal format
Easy import to other systems
Customizable delimiters

PDF Report

Generate formatted PDF reports

Professional formatting
Multiple report templates
Company branding options

To export data:

Apply filters to select the invoices you want to export
Click the Export button
Select the export format
Choose export options (fields to include, formatting, etc.)
Specify the destination file
Click Export to generate the file

Database Maintenance

Regular database maintenance helps ensure optimal performance and data integrity:

Backup Database

Create regular backups of your invoice database to prevent data loss.

Optimize Database

Optimize the database structure to improve performance and reduce file size.

Archive Old Data

Archive older invoices to maintain database performance while preserving historical data.

Important

Always create a backup before performing database maintenance operations like optimization or archiving. This ensures you can recover your data if any issues occur during the process.

Tips & Best Practices

Regular Backups

Create weekly backups of your database, especially after processing large batches of invoices.

Consistent Naming

Use consistent naming conventions for batches to make them easier to identify and search.

Periodic Optimization

Optimize your database monthly to maintain performance, especially if you process large volumes of invoices.

Archive Strategy

Develop an archiving strategy based on your data retention requirements. Consider archiving invoices older than a specific period.