As outlined in the AyaNova CE Manual and within the Help feature when you press F1 when in the Search screen, until an index is run from the Database Utilities screen, new records entered will not be found during a search as they have not been placed in the index yet.
Indexing is run from the menu File -> Database Utilities.
All users must be out of AyaNova, and any optional add-ons such as ARAS or QBI can not be running before indexing is performed by the manager account.
Please review the AyaNova CE 1.9.4.4 Manual section “Database Utilities” starting on page 122 for details.