Views are a specific combination of Filter and Sort behavior, allowing you to precisely control which invoices you are seeing, whether on the Invoices or Approvals tab or as an Accountant or Approver.
Switch between different Views to power each step of your workflow in Vic.ai!
Views Video Walkthrough
Views Overview
Clicking the View panel will show a dropdown of your default and Custom Views
Below each View, you'll see an invoice count that matches the search criteria
Default Views
Vic.ai will provide you with a few Default Views, based upon the settings of your Company.
Default Views for Invoices
Review: Shows open invoices. If Vic.ai Approvals are in use for this Company, it shows all statuses other than In Progress
Approval In Progress: If Vic.ai Approvals are in use for this Company, it shows all invoices that have an approval In Progress
Posted Invoices: Shows all invoices that have been Posted to your connected system.
Exported Invoices: Shows all invoices that have been Exported in a spreadsheet format out of Vic.ai. Note: This is an uncommon setting, and Posting is more common.
Default Views for Invoices with POs
PO Approval In Progress: Shows all PO invoices that have a PO Mismatch flow In Progress.
Default Views for Approvals
Ready to Approve: Shows invoices ready for your approval. This is your main working list for Approvals and should be used when processing invoice approvals in Vic.ai.
All Approvals: Shows all invoices that include you as an approver in a current, upcoming, or completed approval step.
Custom Views: Creation and Management
You can create and save Custom Views on a per-company basis to reflect your unique workflows.
Does a specific vendor require extra scrutiny? Create a View showing just that Vendor's open invoices!
Looking for Approved but not yet Posted Invoices? Create a View!
To create a new Custom View follow these steps.
Method #1 "+ Sign":
Change the Sort and Filter options as desired and click Apply
Clicking the green '+' button to the right of the Filter panel
Type in a Name for the new View
Clicking the green checkmark will save the new View
Method #2 "Create" button:
Change the Sort and Filter options as desired and click Apply
Click the View panel
Click the 'Create' button
Type in a Name for the new View
Clicking the green checkmark will save the new View
To edit the Description of a Custom View:
Click the View panel
Scroll to the desired Custom View
Click 'Edit Title & Description'
Make your changes and click save!
To Delete a Custom View:
Click the View panel
Scroll to the desired Custom View
Click 'Delete'
Confirm deletion.
Change View Order
Using the two parallel lines, you can drag and drop views to rearrange the sort order, which is uniquely remembered for each of your Companies.
This is very important as the top View will load when you navigate to a Company. Put your most commonly-used View up top and save time!
Sort Options
Choose which sort behavior you want for the invoices you're viewing.
Invoices sort options are:
Inserted At
Vendor
Invoice Number
Issue Date
Due Date
Amount
You can invert the sort behavior by clicking the blue arrow.
Filter Options: Sections Overview
There are up to four sections in the Filter section.
Status
Filter by the different Open, Closed, and Approval statuses for expense invoices
PO Matching (if this feature is enabled)
Filter for PO Invoices, as well as by PO Mismatch Flow Approval statuses
Invoice Data
Filter by header-level invoice data, like Vendor or Amount
Line Item Data
Filter by line item data, such as GL Account or Dimension
Filters: Status
Open Invoices
Invoices that are not yet in a closed state, and still require processing.
Substatuses:Unreviewed: An invoice without an error
Reviewed: An invoice without an error that has been switched to reviewed
Error: An invoice with any of the following statuses Duplicate, Missing Required Field, or an Error in Posting, Exporting, or Transferring
Closed invoices
Invoices that can no longer be modified in Vic.ai.
Substatuses:Posted: Invoice has been Posted to the Connected system
Exported: Invoice has been Exported out of Vic.ai
Transferred: Invoice has been Transferred to the Connected system
Approval Status
The current Vic.ai approval status of these invoices.
Substatuses:
Process Required: An invoice that hasn't begun an approval process yet
In Progress: Approval is underway
Approved: Approval is complete
Rejected: An approver has rejected the invoice
Cancelled: Approval process has been cancelled
Search Options: Available across these four attributes:
Vendor: Type and select a specific vendor
Invoice Number Begins With: The numbers that an invoice begins with
Invoice ID: The unique Vic.ai ID number
Date range inserted into Vic.ai: Define the date range that an invoice was ingested into Vic.ai
Tip: The filter "Open invoices" is the list of invoices that has not yet been posted or transferred to the accounting system. This is your main working list, and should be used when processing invoices in Vic.ai.
Filters: PO Matching
All filters specifically related to PO Matching.
Only show invoices with a PO: This will only show invoices that have a PO number
PO Mismatch Approval Statuses:
The current Vic.ai approval status of these invoices.
Substatuses:
Process Required: An invoice that hasn't begun an approval process yet
In Progress: Approval is underway
Approved: Approval is complete
Rejected: An approver has rejected the invoice
Cancelled: Approval process has been cancelled
Filters: Invoice Data
All of the header level information about invoices are covered in this section.
These two options are multiselect, allowing you to choose multiple options.
Document Type
Invoice
Shows all invoices, including those with POs
Invoices with Purchase Order(s)
Show only invoices linked to a PO
Vendor Credit
Vendor
Select your desired vendor(s), including vendors that were previously used but no longer active in Vic.ai.
The next four options are all ranges, meaning you can use them to set a minimum or a maximum value. If you use both, you’ll search the entire range!
Invoice Date: The date of an invoice
Due Date: The date an invoice is due
Amount: The amount of an invoice, regardless of the currency
Inserted At: The date an invoice was ingested into Vic.ai
Note, the search is based upon UTC +1, or Central European Time.
Invoice Number Contains
Search by any values in the invoice number
Invoice ID
This is the unique value found by hovering over the checkbox to the left of an invoice.
Filters: Line Item Data
Search by GL account or dimensions in use at the line item level. Dimensions will vary based upon your companies synced data.
Group of Companies
If you're using the Group of Companies configuration, there are additional Sort and Filter Options as detailed below.
Sort: Company
Work Company by Company down your list of open invoices with this option.
Filter: Invoice Level Information
Company Tags
A searchable filter, available as a multi-select option.
Vendor Contains
An open-ended vendor search. Very useful if you have multiple vendors with a similar name or a common prefix, search for all of them by using the common word.
Example: AT&T would return AT&T Atlanta, AT&T California, AT&T Chicago, etc
Filter: Line Item Data
GL Account Contains
Dimension Contains
Open-ended searches by the respective values added in.
If you’d like to search multiple terms, put a comma in between your queries to search “XXX or YYY”.