Opening the Draft Invoice Page

To open the Draft Invoices page:

  1. Select OCRDashboard Draft Invoices on the Side Menu. See Side Menu.

    The Draft Invoices page opens.
    DraftInvoicesPage
    File Name

    The original file name
    Draft Invoice Status

    The Draft Invoice status
    Owner

    The person who captured the Draft Invoice manually, otherwise blank if the Draft Invoice was created automatically
    Reviewers

    For a Draft Invoice that is under review, the reviewer name(s) are displayed here
    Created Date

    The date the Draft Invoice was created
    Vendor

    The vendor who sent the original invoice file
    Invoice #

    The invoice number for this document
    AP Invoice Status

    The AP Invoice status
    Invoice Date

    The Date on the original Invoice. This could be an Invoice Date, or a Billing Date.
    Invoice Amount

    The invoice amount due
    Terms

    The payment terms
    PO #

    The Purchase Order number on the Draft Invoice header
    <buttons on the far right column>

    Select one or more check boxes to perform an action on the selected records, such as Delete or Send for Review. You can also view warnings and errors by clicking on the respective "Warn" and "Err" labels.

  2. Adjust the filter conditions.

    See Details

    1. Expand the filter conditions in the top section of the page to search for a specific Draft Invoices or to narrow your search.

      View filter conditions
      DraftInvoicesFilterConditions252

    2. Enter values in the edit boxes, or select from the search boxes. See the filter conditions, below.

      Filter conditions
      Company

      Select a Company from the drop-down list. The current logged-in user only has access to Companies that include their accessible Sites (and Sites are accessible based on the user’s Assigned Locations).
      Site

      Only show Draft Invoices belonging to the selected Site. The current logged-in user only has access to Sites that include the user’s Assigned Locations.
      Status

      Select one of the following status values from the drop-down list:

      • All documents

      • Metadata Being Processed

      • Saved

      • Pending

      • Review In Progress

      • Invoice Created
      AP Invoice Status

      Select an AP Invoice status from the drop-down list:

      • Any

      • Pending Revision

      • Review in Progress

      • Paid

      • Posted

      • Suspended

      • Rejected

      • Unsubmitted

      • Submitted

      • Approval in Progress

      • Approved
      Error Type

      Select one of the following error types from the drop-down list:

      • Any

      • Field Validation

      • Vendor

      • Tax

      • Purchase Order

      • Duplicate Invoice

      • Requisitioner Matching

      • AP Matching
      Invoice Number

      Enter an Invoice Number (or part of the number) to match on.
      File Name

      The text is contained in the File Name.
      PO Number

      The PO number on the Draft Invoice header record.
      Part No

      Invoice lines contain this part number.
      Vendor Group

      Filter on AP Invoices for Vendors belonging to the selected Vendor Group. The currently logged-in user’s Vendor Groups are available.
      Vendor

      Only show Draft Invoices for this Vendor. Vendors are limited to those belonging to the currently logged-in user’s Vendor Groups/the selected Vendor Group.
      Date Field

      Select one of the following:

      • Capture Date

      • Invoice Date
      From

      The [date field] (for example, Capture Date) is between the From and To dates.
      To

      The [date field] (for example, Capture Date) is between the From and To dates.
      Reviewer

      If the document is under review, then this is one of the Reviewers.
      Hide Hold Documents

      Exclude from search results where the draft invoice is on Hold.
      Hide Invoice Created

      Exclude from search results where the Draft Invoice Status is Invoice Created.

    Draft Invoices that match the filter conditions are listed in the grid. These include Draft Invoices that were manually created, as well as those that were generated automatically.

    Identify Draft Invoices that were automatically generated by those missing the Owner field.
    View Example
    MissingOwner

    All Draft Invoices are sorted according to the Sort By selection on the Menu Bar (Created Date, Invoice Date, Modified Date).

On the grid, you can do the following:

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Get an overview of all Draft Invoices in the search results.
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Select one or more rows to perform an action on these, using the buttons on the Menu Bar, for example Delete the selected rows.
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Click on a row’s Error label to view all errors. Click on a row’s Warning label to view all warnings.
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Click on a row’s File Name to open the Draft Invoice detail page for the selected Draft Invoice. See Editing an Automatically Generated Draft Invoice or Editing a Manually Created Draft Invoice.
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Vendor Codes are in blue. Hover over a Vendor Code to view the full Vendor Name, or click on a Vendor Code to open the details in the Vendor Information pop-up screen.

Example

VendorInformation
See Grid
DraftInvoicesGrid

On the Menu Bar, you can perform the following actions:

CreateNewDraftInvIcon

Create a new Draft Invoice manually. See Creating a Draft Invoice.
UploadDraftInvoiceIcon

Upload one or more Invoice Files. See Uploading Invoice Files
ExportDraftInvoiceIcon

Export a range of Invoice Files. See Exporting Draft Invoices.
SendDraftInvReviewIcon

Send one or more Draft Invoices for review. See Sending Draft Invoices for Review.
DeleteDraftInvIcon

Delete one or more Draft Invoices. See Deleting Draft Invoices.

You can also change the sort order, by selecting from the Sort By drop-down list on the Menu Bar.

See Menu Bar
DraftInvoiceMenu