Standard Published Searches

Published Search Name

Description

Default Security Group

My Documents Pending Approval

All documents pending the approval of the current user.  Approvers are notified via email when they have something to approve.

Search Criteria:

• Route To = Current User
• Hold Date = Today OR Hold Date is empty

AP Approver

My Documents On Hold

All documents pending the approval of the current user, but the document has been placed on hold by the user.

Search Criteria:

• Route To = CurrentUser
• Hold Date > Today

AP Approver

Approved Invoices

All documents that are completely coded and approved by approvers.  Documents are either manually entered into the ERP system and set to a status of "Complete" or the status is set to "Pending Data Transfer" after the invoice has been reviewed.

Search Criteria:

• Status = "Approved"

AP Edit

Hot Batch Invoices

All documents that have been emailed to the Hot Batch email address.  This is an exception process to allow the processing of urgent invoices outside of the normal business process. 

This search should be checked daily.  See Hot Batch Invoices for more information.

Search Criteria:

• Document Type Classification = "Hot Batch"

AP Edit

Invoices Not Validated in ERP

All documents that have not been validated via the Validation Data File.  This means that this document has not been matched to a corresponding transaction in the ERP system.

This search should be checked daily.  It indicates if there have been any issues with the data loading into the ERP system.  Users working in this search should research the document in the ERP system.  If a matching data record will not be passed then the Matched field should be set to True.  Or if the DIN is not recorded in the ERP, the ERP should be updated with the correct DIN and leave the Matched field as False so the data will transfer automatically.

Search Criteria:

• Matched = False
• Indexed Date < Today

AP Edit

Invoices Out for Approval

All documents that are pending approval from the Approver(s).  This search provides visibility into what is "in process" for approval and how long it has been outstanding.

Search Criteria:

• Route To Is Not Empty

AP Edit  

Invoices Pending Data Transfer

Non-PO documents that have been fully coded, approved in DataServ, and are ready to transfer to the ERP system.  PO documents that have AutoVouched or have been manually matched, and are ready to transfer to the ERP System.

This is a search for visibility purposes and does not need to be worked or monitored.

Search Criteria:

• Status = "Pending Data Transfer"

AP Edit

Location Unknown

All documents that have a Location that was not able to be identified either by a data matching process or by the Digital Mailroom process.

This search should be checked daily.  See Location Unknown for more information.

Search Criteria:

• Location is Empty OR Location = "Unknown"

AP Edit  

New Invoices

All documents that could not automatically route to an approver.

This search should be checked frequently.  See New Invoices for more information.

Search Criteria:

• Status = "New"

AP Edit

Non-Invoice Documents

All new documents that are not identified as an Invoice.  This may include acknowledgments, statements, change of address, etc.

This search should be checked regularly by the AP team.  See Non-Invoice Documents for more information.

Search Criteria:

• Status = "New"
• Document Type Classification = "Non-Invoice"

AP Edit  

Potential Duplicates

All documents identified as Potential Duplicates.

This search should be checked daily and considered a priority.  See Potential Duplicates for more information.

Search Criteria:

• Potential Duplicate Flag = True

AP Edit

Rejected Invoices

All documents that have been rejected by an approver.

This search should be checked frequently.  The AP team will either re-route these documents to approvers or update the status to Duplicate/Void. See Reject Workflow Button for more information

Search Criteria:

• Status = "Rejected"

AP Edit

Returned to AP

All documents that have been returned to AP by an approver requiring an update prior to approval. 

This search should be checked frequently.  The AP team will update these documents and then reroute them back to the previous or new approver. See Return to AP Workflow Button for more information

Search Criteria:

• Status = "Returned to AP"

AP Edit

Transfer Errors

All documents where there was an issue and cannot transfer the data.  Some of the checks for this process include blank Invoice Number, blank Vendor Number, missing Invoice Date.  The reason for the error is added to the Notes field. See Transfer Errors for more information.

Search Criteria:

• Status = "Transfer Error"

AP Edit

Vendor Not Found

All documents where a unique vendor could not be identified.

This search should be checked frequently.  See Vendor Not Found for more information.

Search Criteria:

• Status = "New"
• Vendor Number is empty

AP Edit