# Contract search

> A contract is a customer's ongoing agreement to pay: a recurring payment such as a subscription or premium, an amount paid in instalments, or a one-off payment

A contract is a customer's ongoing agreement to pay: a recurring payment such as a subscription or premium, an amount paid in instalments, or a one-off payment scheduled for a later date. This search finds contracts across all your customers, so you can check what is due, pick out the ones that are failing or unresolved, or open one to change it. To see a single customer's contracts alongside the rest of their record, open the account instead; its **Scheduled Payments** card lists the same rows ([Account contracts](/platforms/user-guides/admin-sections-accounts/#account-contracts)).

### Where to find it

Open **Scheduler** under **Search** in the main menu. The entry is only there when scheduled payments are enabled for your organisation and you are allowed to search transactions.

### Searching

The search bar, date range presets, filter badges and paging work the same on every search and list: see [Searching and filtering](/platforms/user-guides/admin-sections-shared/#searching-and-filtering). What is specific to this screen follows.

- **Search box** (**Type to search...**): results update as you type. Each word you type is matched separately, and a contract is listed when any word matches any of these details:
  - **Amount**: the contract amount, matched exactly. `10` or `10.00` finds contracts for 10.00 but not for 10.50.
  - **Checkout ID**: the contract's reference, the one shown on the customer's receipts. Any part of it matches.
  - **Description**: the contract's description. Any part of it matches.

Matching ignores case. To search one detail only, put its name in front of the word: `amount:25`, `checkout_id:INV-1042` or `description:appeal`. With the advanced filters open, the **Amount**, **Checkout ID** and **Description** links under the box insert that prefix for you. A word that is a contract, account, payment-method or gateway reference (it starts `co_`, `acc_`, `pm_` or `gw_` followed by two numbers) is treated as that exact record: a contract reference finds that one contract, the others list every contract for that account, payment method or gateway.
- When the screen opens, **Status** is already set to **In Progress** (shown as a **STATUS: IN PROGRESS** badge above the box), **Created** and **Completed** are **All Time**, **Gateway** is **All**, your own division is selected, and the results load straight away: newest created first, ten to a page.

### Filters

The date, status and gateway filters sit above the search box and are only editable after you click the sliders icon next to the box (**Show Advanced**; it becomes **Hide Advanced**). While they are hidden, every active filter is shown as a badge above the box instead. The division selector, when there is one, is always visible to the left of the box.

| Filter | What it matches |
|---|---|
| **Created** | The date the contract was created. Click **All Time** to open a calendar and choose **Today**, **Last 3 Days**, **Last 7 Days**, **Last 31 Days** or **Last 90 Days**, or click a start day and an end day. Whole days are matched. **clear** returns it to **All Time**. |
| **Completed** | The date the contract finished, whether it ran to completion, was cancelled or failed. Same calendar as **Created**. A contract that is still running has no finish date, so it never matches a **Completed** range. |
| **Status** | **All** lists every contract. **In Progress** (the default) lists contracts that are still live: active, pending, suspended, failing, unresolved or cancelling. **Failing** lists the ones that need attention: failing, unresolved, in error or cancelling. **Cancelling** lists only contracts that were terminated but still owe money. **Completed** lists contracts that have finished: completed, cancelled (including those that were updated) or failed. **Unresolved** lists only contracts whose last collection ended without a definite result. |
| **Gateway** | The gateway the contract collects through: **All** or one named gateway. Archived gateways are listed last, marked **(archived)**. Only shown when your organisation has more than one gateway. |
| Division selector | The division the contracts belong to. Only shown when you have access to more than one division; you search one division at a time. |

Every filter you set must match, and the search words are applied on top of them: a contract is listed when it satisfies all the filters and at least one of the words.

### Reading the results

Each result is one contract, laid out the same way as a row in the account's **Scheduled Payments** card ([Account contracts](/platforms/user-guides/admin-sections-accounts/#account-contracts)). Reading left to right and top to bottom:

| Element | What it tells you |
|---|---|
| Customer name | The account holder's first and last name. If neither is recorded, the account's name, or *No Name*, in italics. |
| Building icon and company | The company on the account, when one is recorded. |
| Start date | When the contract started collecting, or when it was created if it has not started yet, with the time. |
| Checkout ID | The contract's reference. The part that matches your search is highlighted. |
| Description or initiative | The contract's description if it has one (a matching search word is highlighted); otherwise the initiative it supports, unless that is simply *General*. |
| **Amended** | The contract was created by amending an earlier one. The earlier version is a separate row marked **UPDATED**. |
| **Scheduled** and a date | A one-off payment due on that date. If it is due today the time is shown as well. |
| Progress, for example **3 of 12 instalments**, **3 of 12 charges (2 unpaid)** or **3 charges (unpaid)** | How many collections have been raised against how many are expected. An instalment plan counts instalments; other contracts count charges, with the number still unpaid in brackets, or *(unpaid)* when none has been paid yet. Nothing is shown when no charge has been raised and no fixed number was agreed. |
| An amount **remaining** or **outstanding** | What is left to collect over the life of the contract, shown when it is more than the amount currently overdue. *remaining* is used for instalment plans, *outstanding* for the rest. |
| **Completed**, **Cancelled** or **Updated** and a date | A contract that has finished: how it ended and when. **Suspended** on its own means collections are paused. |
| **Next charge** or **First charge** and a date | When the next collection is due. *First charge* means nothing has been collected yet. For an instalment plan this is the date of the next payment. |
| **Pending account settlement** | The contract is behind but has no further collection scheduled; it is waiting to be settled from the account. |
| Red arrears line | Shown only while the contract is behind and is not cancelled or completed. A warning triangle and an amount **Overdue** say how much is owed. A retry icon with **Reattempt** and a date say when the next automatic retry runs. A crossed-out retry icon with no date means no retry is scheduled because the contract is unresolved. A crossed-out retry icon with **Abandoned** and a time ago means the last attempt failed that long ago and nothing further is scheduled. |
| Amount and frequency (right, top line) | What the contract collects. A recurring contract shows the amount **/ weekly**, **/ fortnightly**, **/ monthly**, **/ bimonthly**, **/ quarterly**, **/ biannually** or **/ annually**, followed by **x 12** style where a fixed number of collections was agreed. An instalment plan shows the total and the number of instalments, for example 600.00 **/ 12 instalments**. A one-off scheduled payment shows just the amount. A matching amount search is highlighted. |
| Status badge (right, second line) | Where the contract stands. Green **ACTIVE**: collecting normally. Blue **PENDING**: a collection is in flight. Amber **SUSPENDED**: paused. Amber **CANCELLING**: terminated but still collecting what is owed. Amber **FAILING**: the last collection failed and automatic retries are running. Red **UNRESOLVED**: a collection ended without a definite result and needs review. Red **ERROR**: the last collection hit a processing error. Red **FAILED**: the retries ran out. Blue **COMPLETED**: every collection was taken. Blue **CANCELLED**: terminated and finished. Blue **UPDATED**: replaced by a newer version after an amendment; history only. The same badge and meanings are used on the Contract screen ([Contract header](/platforms/user-guides/admin-sections-contracts/#contract-header)). |
| Red reason line under a **FAILING** badge | Why the contract is failing, where that can be told: **Payment method never saved**, **Payment method deleted**, the bank's decline message from the last attempt, **Card expired**, **No payment method**, **Card expiring** (the card runs out before the next charge) or simply **In arrears**. |

- Results are sorted by creation date, newest first. The sort cannot be changed.
- Ten results are shown per page. When there is more than one page, a **Showing** selector under the list offers 10, 20, 50 or 100 per page, **of** the total number of matches, with page numbers and **Previous** and **Next**.
- The search has no header count; the total is the **of** figure in the pager.
- No match shows **No Results** under the search box. If the search itself fails you see "Sorry! We encountered an error" with a **try again** link.

### What you can do

| Control | What it does |
|---|---|
| Result row | Opens the Contract screen for that contract ([Contract header](/platforms/user-guides/admin-sections-contracts/#contract-header)). |
| Sliders icon (**Show Advanced** / **Hide Advanced**) | Opens the **Created**, **Completed**, **Status** and **Gateway** filters for editing, or collapses them back to badges. |
| Filter badge with × (**clear**) | Removes that one filter without opening the advanced panel. Clearing the **STATUS: IN PROGRESS** badge lists contracts of every status. |
| **Amount**, **Checkout ID**, **Description** | With the advanced filters open, add that field's prefix to the search box so the next word searches only that detail. |
| Division selector | Switches the search to another division you have access to. |
| **Showing** / page numbers / **Previous** / **Next** | Change how many results are shown per page and move between pages. |

### Things to note

- Results are limited to the divisions you can access, one division at a time; archived divisions are not offered.
- Only recurring, instalment and scheduled contracts are listed. A one-off payment taken immediately is found under **Transactions**, and a contract abandoned before its setup finished is never shown.
- The default **In Progress** filter hides everything that has finished. If a completed, cancelled, updated or failed contract seems to be missing, clear the badge or choose **Completed** or **All**.
- The **Amount** search is exact, so 10 does not find 10.50; use the **Checkout ID** or **Description** instead when you are unsure of the amount.
- Your filters, search words and page are kept in the page address, so a bookmarked or shared link reopens the same search, and returning from a contract brings the results back as you left them.
- Contracts in trouble are counted under both **In Progress** and **Failing**, so those two filters overlap.