1. Why don't the numbers in the overview panels always align with the total of all sub-statuses?
The large number to the left of the panel can differ from the total of all the sub-statuses to the right of the panel. The number to the left represents the total invoice documents. However, a single document can contain multiple sub-statuses, such as two row approval tasks with missing recipients. In that case, the invoice is counted twice in the list of sub-statuses.
In the displayed example, there a total of 141 invoice documents pending in the workflow. These documents contain a total of 145 sub-statuses. This is because some documents have multiple sub-statuses due to row level activities.
2. Can I select multiple statuses, or does the invoice list only show the status that I selected most recently?
There are various ways to search with status. First, there are the quick links from the overview panel. All documents with the selected status will be displayed in the search results. You can recognize what search criteria is being used from the tags above the grid. The example below shows all invoices with the status "Workflow". The tag is displayed as "In workflow".
To extend your search to invoices in all statuses, you can remove the tag "In workflow" and click Search again. The result is now all invoices pending in P2P.
To search for two or more statuses, you can use Advanced search. From the Advanced search, you can select many different criteria. From the Status drop-down list, you can select multiple invoice statuses or status groups. For example, if you select Matching, you will search for all invoices with one of the following statuses: In manual order matching, Waiting for goods receipts, In manual spend plan matching.
3. Can I search invoices that are in automatic processes?
Yes, you can search for invoices that are pending in an automatic process. This search option is available in the Advanced search. You can select any of the defined automatic processes, such as In anyERP. In the Status field, you can find many automatic processing statuses.
Please note that you can't perform this search in combination with searches for invoices in other statuses. Therefore, it is not possible to search for invoices in an automatic process and invoices in some other status, like Workflow, at the same time.
4. Can I search for invoices by payment date?
Yes, payment date available as a search criteria when you use Advanced search.
5. Is grouping the invoice list by icon supported in AP Pro?
Grouping by icon can be problematic, especially if you want to export the data afterward because you cannot export the icons themselves. To solve this issue, we have introduced the Notice column. This column contains the text that corresponds to the displayed icon. This new column can be used for grouping and exports.
6. When I am searching invoices in the list, can I export the search results to Excel?
Yes, you can export data to Excel from various lists in AP Pro. You can find this action from the 3 dots icon > Export to Excel. Other actions you can take are also found from this action list.
7. Can I save and share search criteria?
You can save your search criteria from the advanced search dialog. By saving searches, you can easily repeat specific searches that you need regularly, such as searching for a specific cost center. These saved searches are currently for personal use only, and can't be shared with other users. We are gathering feedback from customers on the possibility of sharing saved searches. Please let your Basware consultant or Support team member know if you would like the ability to share saved searches.
Please note that saved searches are not meant for extensive reporting. Search results are limited to 5000 rows. A separate development track is ongoing for reporting in AP Pro. Bigger report needs should not be done as a normal search, but instead should run in the background and deliver a downloadable file. We have introduced the first report like this in release 20.11, with our Accrual Reporting feature.
8. How can I easily clear many selected search criteria?
Currently, you need to remove the search tags one by one. We have a pending enhancement to enable "Remove all criteria" to address this need.
Alternatively, you can use one of the quick searches from the overview panel to instantly generate a new search with a single criteria.
9. When showing disputed invoices, I can only see invoices that are currently in dispute. How can I search for invoices, which have been disputed but are now resolved?
It is only possible to search for disputed invoices if they are still in dispute. After the dispute is resolved, there is no active status to indicate that it was disputed. However, the History tab for any invoice will show if it was disputed and resolved in the past.
10. Does AP Pro support wildcard searches when using the grid filters?
The filters in the AP Pro grid use a "like"-style filtering. Partial searches, like "ane", will return values such as "Jane" and "Kane".
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