Chapter 4 09/17 Chapter 4 - Page 1
Section Objectives At the end of this section, you should be able to: Perform a simple and an advanced search Search for and view requisition, purchase order and invoice details Apply filter options after performing your initial document search Save and re-run queries Schedule es View the progress of requisitions through the approval and submission process Print a copy of a requisition View the approver on an order pending department approval Copy an existing cart to a new cart 09/17 Chapter 4 - Page 2
Requisitions, purchase orders, and invoices can be searched and reviewed using Document Search. Recently submitted requisitions, purchase orders, and invoices (within 90 days) are all shown in a convenient place. Save Search for reviewing documents and easy re-use The progress of these documents can easily be followed from this central place. Filters may be applied to the documents according to the reviewers needs. Details about any items that were completed, rejected or approved are found here. The following search criteria is available for all document type searches: Document Number Enter the Requisition, Purchase Order, or Invoice number. This field name will vary based on the type of document for which you are searching. For example, if you are searching for purchase orders, this field will be name PO Number. Document Information In this section of the Advanced Search you select and/or enter any specific information related to the document such as the document owner, date ranges, purchase amount, supplier, department and business unit. Additional Document Information search criteria may be available depending on the document type. Item/Product Information In this section of the Advanced Search you select and/or enter information related to the items such as catalog number, product description and product flags. Additional Item/Product Information search criteria may be available depending on the document type. The Advanced Search screen for each document type will provide additional search fields. In general, the criteria will vary based on the document type for which you are searching. 09/17 Chapter 4 - Page 3
There are two methods to perform a. can be accessed through the Orders & Documents menu or via the Quick Search in the upper right hand side of the screen. 1. Type a requisition number into the search field. The results will include the Requisition, the Purchase Order and an Invoice if the PO has an invoice associated with it. 2. Click on Search Documents. You will be able to search across multiple document types, date ranges, or complete a simple or an advanced search. 09/17 Chapter 4 - Page 4
3. The my requisitions, my purchase orders, or my invoices shortcut will pull up the selected document type for the past 90 days. When any is performed, the following information displays: Status Requisition pending approval Requisition approved Requisition rejected Approved, but line item(s) rejected Requisition withdrawn Pending, but line item(s) rejected -Document No. -Document Type -Document Owner -Document Date/Time -Supplier -Document Total In addition, from the displayed page, you will see categories on the left hand side of the screen. These categories will allow you to save or refine/filter your results. 09/17 Chapter 4 - Page 5
Simple Search Review all orders you have created in the past 90 days. 1. Navigate to Search Documents. 2. Select Last 90 Days from the drop-down menu. Click Go. 3. Information pertaining to any order you placed in the last 90 days will display. 4. Click on the Quick View icon The Quick View contains a Next and Previous link. This enables you to scroll through your results without having to navigate back to the results and select the next one. PO s, Requisitions, and Invoices can be printed from Quick View 09/17 Chapter 4 - Page 6
Simple Search 5. All searches can be saved by clicking on the button. Click on the Save Search button on the left side of the screen Type in a name for the search and a brief description (this is optional). Click on Save 6. The Saved Search can be found and reused by performing the following steps: Click on the Search Documents dropdown menu at the top of the screen, and then click on View Saved Searches. 7. Select the search you want to review from the My Saved Searches page. 09/17 Chapter 4 - Page 7
Simple Search My Saved Searches all saved searches will be stored here, unless a new folder is created/selected Add Shortcut will place the search on the page for convenient use Export an export can be completed with any document type. There are 3 types of exports: Screen Export, Transaction Export, and Full Export. Screen Export contains the least amount of information. 09/17 Chapter 4 - Page 8
Simple Search Pending and completed exports are available through, Search Documents, and Download Export Files from the dropdown menu. 8. Click Go next to the search you would like to run 9. The search selected will be the current viewable search 10. Filters can be applied to the search results by clicking on any category or clicking on the add filter Select a document type button located on the left hand side of the screen. Click on the add filter button beside By Supplier. Select a supplier and click on Apply 11. The results displayed are 10 PO s with the Supplier Life Technologies NOTE: The application will automatically bring you back to the search screen you last used. It will automatically populate the drop-down box with the document type from your most recent search. 09/17 Chapter 4 - Page 9
Simple Search The Recurring Export function allows you to schedule document searches. These saved searches are run automatically so that you can download the results at your convenience. The recurring exports must have a date range of Last Week or Last Month. 1. Create a saved search in document search using Last Week as the date and click Go. 2. Click on Save Search 3. Name your search and choose the folder in which to keep the search. Notice you now have Step 3. Would you like to create a recurring export? 4. Check Create Recurring Export and click Save. 09/17 Chapter 4 - Page 10
Simple Search 5. A saved search that is configured to have a recurring export will have a clock icon 6. To review your recurring exports, go to, Download Export Files, and click on the Recurring Exports tab. 7. You can create a new recurring export from a saved search by selecting the Create from saved search button. This will take you to your saved searches. 8. You can create a new search by selecting the Create new search button. This will take you to the main search page. 9. You can review and manage your existing recurring exports: Description the description assigned when the recurrence was created. Interval how often the export will run based on the date range in the search. Saved searches that have a date range of Last Month will run monthly. Saved searches with a date range of Last Week will run weekly. Schedule Create Date the date the recurring export was created. Schedule Expire Date the date the recurring export will expire. Action Select Delete to remove the recurring export. 09/17 Chapter 4 - Page 11
Simple Search NOTE: Last Month When you create a recurrence on a saved search with a date range of Last Month, a monthly export is created. Monthly extracts should be available on the 2 nd of each month. Last Week - When you create a recurrence on a saved search with a date range of Last Week, a weekly scheduled extract is created. Weekly extracts will be queued to run Sunday at 12:01 am. Depending on the number of extracts scheduled, completion time may vary, but extracts should be available no later than Monday at noon. Scheduled recurring extracts can be deleted and will expire one year from the date they were created. 09/17 Chapter 4 - Page 12
Advanced Search The Advanced Search function allows for you to pre-filter the search by owner, document specific date types, department, supplier name, and other search criteria. As you select different document types, the Advance Search fields change and are specific to that document type. Accounting code information may be used to perform a search. Custom Field searches are available for Requisitions, PO s and Invoices. 1. From the page, click on Advanced Search. 2. The following search box will display: 3. Click the down arrow beside All Dates and select Custom Date Range. 4. Type Life Technologies in the Supplier field and click. 09/17 Chapter 4 - Page 13
Advanced Search 5. Type Life Technologies in the Supplier field and click. a. All orders placed with Life Technologies between within the specified time frame should be displayed. Are the orders displaying as expected? 09/17 Chapter 4 - Page 14
- Advanced Search There are three document types, Requisition, PO and Invoice. Each document has a search box which is specific to that type of document. Each document has a Custom Fields search area that allows you to search by accounting codes. For the example below, we will use a PO. 1. Go to the tab and Click on advanced search. 2. Select document type Purchase Orders. 3. The new page displayed will contain search options for specific PO, supplier, requisition, invoice and status information. 4. Scroll down to the bottom of the page to the Custom Fields area. a. Each field has the option of Is Exactly, Starts With or Is Between b. In the department search field, choose Starts with and type 49 into the search box. 09/17 Chapter 4 - Page 15
- Advanced Search 5. A f ter e n t e ri n g the in f o r m a t i on, c l i c k. 6. The search results displayed will contain all PO s that use a department code beginning with 49. From the search results, you can further your filters by using Refine Search Results on the left hand side of the screen. 7. Similar searches can be created by choosing the other document types. 09/17 Chapter 4 - Page 16
My Requisitions View your recent orders you have created. 1. Navigate to the /Search Documents. 2. Click on below the Search box. This will pull up all requisitions placed in the last 90 days. 3. The following information displays Status Requisition pending approval Requisition approved Requisition rejected Approved, but line item(s) rejected Requisition withdrawn Pending, but line item(s) rejected Requisition No. Supplier Name Requisition Name Requisitioner Requisition Date/Time Requisition Total 09/17 Chapter 4 - Page 17
My Requisitions 4. View the contents of a requisition by clicking on the Requisition #. 5. If account codes were entered for individual line items, to view the accounts click on the Accounting Codes tab. 6. If the order is Completed (approved), you can view / print the Purchase Order. 7. If the order is Rejected, click on the History tab to see who rejected the order, and for what reason. 09/17 Chapter 4 - Page 18
My Requisitions In the above example, the approver rejected the requisition due to it being a duplicate order. 8. If the order is Pending Department Approval, click on the PR Approvals tab to see what step of the approval sequence the order is in. The Active step is the current step of the approval process. 09/17 Chapter 4 - Page 19
My Requisitions To view the approver on this order, click the view approvers link. 9. If the status of the order is Approved, but line item(s) rejected, scroll to the line items area to see what was approved and what was rejected. 09/17 Chapter 4 - Page 20
My Requisitions Print a Copy of a Requisition 1. Navigate to, my requisitions, and then click on the Requisition no. Notice the printer icon in the right hand corner. 2. Click on the Printer Icon. A copy of the document is placed in your browser window. 3. Click on File, Print or the printer button if it displays in your browser window. 4. Close the browser window to return to the PantherExpress screen. Remove an item from a multi-line order awaiting approval 1. View the order to Garcia for the video camera & powerpack. 2. Notice that the status is pending approval. 3. Scroll down to the Supplier/Line Item Details area. Click in the checkbox for the powerpack kit. 4. Click in the drop down menu at the top of this region and select Withdraw Selected Items. 5. Cl ick. 6. Enter a reason for withdrawing the item. 09/17 Chapter 4 - Page 21
My Requisitions 7. Click on Withdraw Line Item(s). 8. Scroll to the Line Items Details region. 9. Notice the symbol at the beginning of the line item. 10. The red arrow designates that the line has been withdrawn. NOTE: An entire order that is awaiting approval can be withdrawn by selecting all of the line items, and then selecting from the drop down menu Withdraw Selected Items. 11. Return to my requisitions. 09/17 Chapter 4 - Page 22
Copy Cart Copy an existing Cart to a New Cart (NOTE: This can only be done with items from a Catalog Supplier, or an order created via the Standard Forms. This is not possible with items ordered from a Punchout Supplier) The Copy to New Cart feature can be a time-saving way to create repetitive orders or to edit a rejected order. 1. Navigate to, my requisitions. 2. View the order that has a status of Rejected. Locate the Requisition and click on the Requisition Number. 3. Click on the Available Actions dropdown menu 4. Select Copy to New Cart. 5. Click on. 09/17 Chapter 4 - Page 23
Copy Cart 6. A new cart is created; click Proceed to Checkout, and a new Requisition number will be assigned. 7. Click in the Accounting Codes section or click on the Accounting Codes section of the workflow diagram. 8. Edit the new document. Correct the account no. by changing the Entity to 04. 9. Submit the requisition. 10. Notice that a new requisition number has been created. 09/17 Chapter 4 - Page 24