Auditor | Assign

Search

1. Accessing the Search Function

• Navigate to the APSMART QA section of the application.

• Ensure you are on the "Search" tab.

2. Search Criteria

You can use any combination of the following criteria to refine your search:

• Invoice Number: Enter the specific invoice number you are looking for.

• Company/Store: Select the company or store associated with the invoice from the dropdown menu.

• Department: Choose the relevant department from the dropdown menu.

• Vendor: Select the vendor associated with the invoice from the dropdown menu.

• Comment: Enter any keywords or phrases that may be present in the invoice comments.

3. Performing the Search

• Once you have entered your desired search criteria, click the "Search" button.

• The system will display a list of invoices that match your criteria in the "Invoices" section to the right.

4. Navigating the Results

• Use the "Back" and "Next" buttons to navigate through multiple pages of results, if applicable.

• Click on an invoice in the list to view its details.

5. Clearing the Search

• To clear your current search criteria and start a new search, click the "Clear" button.

Invoice Total From/To:

• Invoice Total From: Enter the minimum invoice amount to include in your search. This field allows you to filter out invoices below a certain value. For example, if you enter "500" in this field, the search results will only include invoices with a total amount of $500 or greater.

• Invoice Total To: Enter the maximum invoice amount to include in your search. This field helps you exclude invoices that exceed a specific value. For instance, if you enter "1000" in this field, the search will only display invoices with a total amount of $1000 or less.

Invoice Type:

• Invoice Type: This dropdown menu allows you to filter invoices based on their specific type. The available options will depend on how your system is configured, but common examples might include "Credit Memo," "Debit Memo," "Standard Invoice," or other custom invoice types defined within your organization.

Is PO Invoice:

• Is PO Invoice: This option helps you differentiate between invoices that are linked to a Purchase Order (PO) and those that are not.

• • PO: Select this option to search for invoices that have an associated Purchase Order.

  • Non PO: Select this option to search for invoices that are not linked to a Purchase Order.

PO Number:

• PO Number: If you selected "PO" in the "Is PO Invoice" field, you can use this field to enter the specific Purchase Order number associated with the invoice you are searching for. This allows you to quickly locate invoices related to a particular purchase order.

Check Number:

• Check Number: This field enables you to search for invoices based on the check number used for payment. This can be helpful for tracking down invoices that have already been paid and reconciling payment records.

Is Confidential:

• Is Confidential: This checkbox allows you to filter invoices based on their confidentiality status.

• • Checked: The search results will only include invoices marked as confidential.

  • Unchecked: The search results will include both confidential and non-confidential invoices.

GL Code:

• GL Code: This dropdown menu enables you to filter invoices based on the associated General Ledger (GL) code. Select the specific GL code to find all invoices linked to that particular account or category.

Status:

• Status: This dropdown menu allows you to filter invoices based on their current processing status. The available options will depend on your system's configuration, but common examples might include "Pending Approval," "Approved," "Paid," "Rejected," etc.

Date Filters:

• Invoice Date From/To: These fields allow you to search for invoices within a specific date range.

• • Invoice Date From: Enter the starting date for your search.

  • Invoice Date To: Enter the ending date for your search.

• Scan From/To: These fields enable you to filter invoices based on the date they were scanned into the system.

• • Scan From: Enter the starting date for your scan date search.

  • Scan To: Enter the ending date for your scan date search.

• Last Action From/To: These fields allow you to find invoices based on the date of the last action performed on them. This could include actions such as approval, rejection, payment, or any other custom action defined within your system.

• • Last Action From: Enter the starting date for your last action date search.

  • Last Action To: Enter the ending date for your last action date search.

Examples and Recommendations:

• Finding Confidential Invoices from a Specific Period: Check the "Is Confidential" box, select the relevant GL Code, set the "Invoice Date From/To" range, and click "Search."

• Tracking Down Invoices Pending Approval: Select "Pending Approval" from the "Status" dropdown menu and click "Search."

• Identifying Invoices Scanned within a Specific Week: Set the "Scan From/To" date range to cover the desired week and click "Search."

• Reviewing Recently Processed Invoices: Set the "Last Action From" date to a recent date and click "Search."

Tips for Effective Searching:

• Combine filtering options for precise results: Don't hesitate to use multiple filters simultaneously. For example, you could combine a "Status" filter with a "GL Code" filter and a date range to pinpoint specific invoices that meet all those criteria.

• Start broad, then narrow down: If you're unsure of the exact details, begin with a broader search and then gradually refine it using more specific filters.

• Utilize date ranges strategically: Date ranges are powerful tools for tracking down invoices from specific periods or identifying those that haven't been acted upon recently.

• Leverage the "Is Confidential" filter for sensitive data: When dealing with confidential invoices, ensure you have the appropriate permissions and use the "Is Confidential" filter to protect sensitive information.

Example Search Scenarios:

• • Select the desired vendor from the "Vendor" dropdown menu.

  • Select "Unpaid" (or similar status) from the "Status" dropdown menu.

  • Set the "Invoice Date From/To" range to cover the last month.

  • Click "Search."

  • Identifying all confidential invoices related to a specific project that were scanned last week:

• Check the "Is Confidential" box.

• Select the relevant project's GL Code from the "GL Code" dropdown menu.

• Set the "Scan From/To" date range to encompass last week.

• Click "Search."

• Locating an invoice with a known check number that was paid within a specific date range:

• • Enter the check number in the "Check Number" field.

  • Select "Paid" (or similar status) from the "Status" dropdown menu.

  • Set the "Last Action From/To" date range to cover the period when the payment was likely processed.

  • Click "Search."