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Views: Sort & Filter to Precisely Search
Views: Sort & Filter to Precisely Search

Control exactly which invoices you see with Sort and Filter options

Ryan Goetz avatar
Written by Ryan Goetz
Updated over a week ago

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

  1. 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

  2. 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

  3. 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


  4. 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.

  1. Only show invoices with a PO: This will only show invoices that have a PO number

  2. PO Mismatch Approval Statuses:

    1. 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”.

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