AVAILABILITY

Filters are available across all Beanworks modules

  • Invoices. To learn more about the invoice offering, read here.

  • Payments. To learn more about the payment offering, read here.

  • Purchase Order. To learn more about the purchase order offering, read here.

  • Expenses. To learn more about the expense offering, read here.

Please note, expenses is a new module and the custom filters are slightly different from the other modules. To learn more, read here.

PLEASE NOTE

  • Status and organizational unit filters do not persist after you log out of the system. However, custom filters created in any of the workflow tab do persist. If custom filters are created on the search tab they are not saved.

BENEFITS

  • Filters help customize the information you may want to see.

  • Filters help customize the reports you may want to generate.

TYPES OF FILTERS

In Beanworks you have the ability to set up filters based on following criteria -

  • Status

  • Organizational Unit

  • Customized based on other available data

STATUS FILTERS

In Beanworks there are statuses for invoices, purchase orders, payments and expenses through out the respective workflow. You will notice that some of the statuses are enabled by default in each of the workflow tab. The reason is because it requires an action to be taken on those invoices, payments and purchase orders. You do have the option to enable other statuses available in the workflow tab. Also, each workflow tab has a different set of statuses.

Below is an example of invoices in the InProgress tab. Statuses New [N], InProgress [IP], Reset [R] and Reject [RE] are enabled by default.

Below is an example of payments in the Paid tab. Statuses Released [RL], Paid [PD] and Sync Error [SE] are all enabled by default.

Below is an example of purchase orders in the Approvals tab. Status Pending Approval [PA] is enabled by default.

You can enable or disable a status by clicking in the circle.

In case you want to search across all the available statuses in a given module, we recommend using the Search tab available in the invoice, payment and purchase order module.

Below is an example of the search tab in the invoice module.

ORGANIZATIONAL UNIT

In Beanworks a system admin can provide organizational unit access to users. The access is dependent on how the organization is structured and the visibility the system admin chooses to provide to the users.

Below is an example of a user who has access to the main company or the root organizational unit. As a result of this access all the organizational units are visible and enabled by default for the user.

You have the option to disable the organizational unit for which you do not want to view the invoices, payments and purchase orders for. To do so, please click in the circle against the organizational unit.

CUSTOM FILTERS

In Beanworks custom filters can be created to filter invoices, payments, purchase orders and expenses based on either a single or multiple criteria. Custom filters can be created on the different workflow tabs. They can also be created on the search tab.

HOW TO CREATE CUSTOM FILTERS

STEP 1: Click on 'Add Filter'

STEP 3: Select the filter criteria

Below is an example of a custom filter with a single criteria.

Below is an example of custom filter with two criteria.

STEP 4: Select or enter the value for the selected criteria

Once the value is selected click on 'Search'. The results will be displayed based on the selected criteria.

STEP 5: Renaming a custom filter (optional)

You also have the option to rename the filters.

Click on the filter and update the name.

STEP 6: Deleting a custom filter (optional)

You can delete a custom filter by clicking on the 'x' against the filter. Please note, if you log out of the system and log back in, the custom filter will remain however will be inactive.

FREQUENTLY ASKED QUESTIONS

1) How do I filter the Org Unit tree?

- You can filter the org unit tree by clicking on the circle / node. For details read above.

2) What do the coloured circles mean in the filters?

- Coloured circle means that the status / filter is enabled. No colour means that the status / filter is disabled.

3) Are custom filters set-up permanently?

-Custom filters if created in any of the workflow tabs are permanent unless you delete them. Even if you log out and log back in the filters persists. They can be deleted by clicking on the 'x' against the filters. Custom filters if created in the Search tab are not saved after you have logged out.

4) Why would I setup a filter in the PO module?

-Filters can be used to quickly toggle criteria that you often search for. For example, if you have a vendor that you often use POs for, you can create a filter in the Committed tab for that vendor. If you ever need to see how many committed POs are left, you can turn on the filter to get a summary or create a report.



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