Access to Search

Search is accessed via the Console Worklist window. Click the Search button in the main menu.

Searching for a document

1. Supply criteria in the Search Criteria form.
2. Click the Search icon in the header.
3. The search results table is updated with information matching your criteria.
4. Double-click a result line to see details for a document.

Search details

Search details show static information about the archived invoice document. You can view all data regarding both processed and unprocessed documents. Data cannot be changed from this view. The document image is available by clicking Scanned Document.

Available documents in search result

For standard users, search results include any documents that the user has had interaction with during workflow processing. For instance, users see all documents that they have accounted or approved.

For administrative super users, search results include all documents processed with PROCESSIT workflows.

The access level for document retrieval is set in roles maintenance in User Maintenance.

The user maintenance screen grants role an access to the search. The highest granted access level for a user always overwrites lower grant for an organization.

The following table exemplifies how search access configuration via roles defines the available invoice search results for a particular user:

Invoice Payment Information

Click the Information icon in the Payments column in the Search Results table or in the Search Details window to view payment information for any paid invoices processed by PROCESSIT workflows. The payment information is shown in an table that can be exported to excel.

Searching on Accounting Segments

You can search on an individual accounting segment. Select the segment in the Accounting Segment drop down menu in the Search Criteria form and supply your criteria for searching within the selected accounting segment in the input field below.

Supplier List of Values

List of values for further detail when selecting suppliers in Search

When selecting Supplier or Supplier Number as search criteria, you can use a list of values to select the appropriate supplier. When clicking the LOV button next to the criteria input field, a popup containing a supplier table is shown. You can sort and filter this table, and select the appropriate supplier from the list to populate the search criteria field.

Show Only my Invoices

You can check the Show Only My Invoices to limit the search results to show only invoices that the user currently logged in has participated in handling.

Date Range

You can specify a Date Range in the search criteria. Select a document date type, for instance Approved Date and select a Date From and a Date To. This limits the search result scope to documents within the specified period. Available date types are:

• Approved Date - The date an invoice was finally approved.
• Creation Date - The date an invoice was registered in PROCESSIT.
• GL Date - GL Accounting Date on the invoic header
• Invoice Date - The date received from the scanned document.
• Payment Date - The date a payment was made for the invoice.

Search result status descriptions

The search result shows the current status for the found documents. The available status descriptions in search are:

• Begin Process
• Invoice Validation
• Pending User Action (if Invoice Validation failed)
• Auto-Matching
• Accounting and Approval
• Approval and Accounting Subflows
• ERP Import
• Pending User Action (if ERP Import will fail)
• ERP Validation
• ERP Holds Management
• Process Completed

For further document details, please reference PROCESSIT Auditor.