New Document Search to replace the current Order History functionality

The new “Document Search” feature provides a much more robust way to search for documents than did the previous “Order History” feature. Below you will see quite a few ways to search for documents. SIMPLE SEARCH Select the “Document Search” option from the “more>>” menu.

This basic search allows users to enter any document number (PR, PO, or Invoice), Cart Name, or Supplier’s Name. Remember that this is a “simple search” field which looks through all the documents in the AggieBuy database. Note also the Date filter to the right of the search box.) After you have entered your search criteria, click the yellow “Go” button.

Your search results will include every document related to the search criteria you entered. For example, if you enter a Requisition Number your results will include not only the requisition and purchase order but also the new requisition that was created if and when the Department of Procurement Services converted your original requisition into an Invitation-to-Bid. To view any document on your search results list simply click on the document number.

NOTE: These additional filters are fully described and explained below.

ADVANCED SEARCH The “advanced search” feature allows you to search by many more document criteria. Click on the “advanced search” link.

Now you have a few more choices. You can search by Document Number, Owner (Shopper), Date, Department, Supplier, Catalog Number/SKU, and Product Description. The “Document Number” search field allows you to enter more than one document number from more than one type of document. For example, if you want to search for PR# 651799 and PO# AB0002445 enter 651799, AB0002445 (note the comma and space between the document numbers). To search for documents related to a particular product or service use the “Catalog Number (SKU)” and/or the “Product Description” field. For example, if you want to see all of the PR’s and PO’s that contained “green construction paper” from “Today’s Business Solutions”, enter “green construction paper” (without the quotation marks) into the Product Description field and “Today’s Business Solutions” into the Supplier field. Click the yellow “Go” button after you have entered your search criteria.

To access more, and more specific, search criteria select the document type from the dropdown “Search” menu.

For example, selecting “Purchase Orders” from the menu presents every search attribute related to Purchase Orders in the AggieBuy database including all search attributes available through the previous “Order History” feature and all custom fields (Report Reference A, B, C, and D are very commonly used). Enter your search criteria and then the click yellow “Go” button at the bottom of the screen.

NOTE; There are three criteria entry options available for most of the search attributes.

- Is exactly - Starts With - Is Between

Continuing the Purchase Order Search example, entering “02-Gold” in to the Department Code attribute field returned every PO in the database that includes the “02-Gold” Department Code. To view a specific PO simply click on the PO number. On the left hand side of the screen is a summary of the search criteria you selected and several additional filters to help you further refine and narrow your search.

By Supplier: Click on the Supplier Name to limit the results to orders from only that supplier. To see more Supplier Names click on “(more)” to collapse click on “(less)”.

By User: Click on the User Name to limit the results to orders that only that user placed. To see more User Names click on “(more)” to collapse the list click on “(less)”.

Filtered By: Your search criteria are summarized here, which in this example are “Purchase Orders”, “All Dates”, and “Department Code (02-Gold)”. Your Search criteria can be Saved and the results Exported to a spreadsheet (see pages 12-13 below for instruction).

Sort by: Results can be sorted one of five ways, selected from this dropdown.

To Select and view a PO: Simply click on the number of the PO you wish to view.

New search or edit existing search: Use these links to do one or the other.

Examples of “Supplier” filter results. Note that the selected supplier, Central Electric Supply, moves into the criteria summary box when checked. To deselect the supplier simply “uncheck” it.

Examples of “User” filter results: Note that the selected user, Catherine Gibson, moves into the criteria summary box when checked. To deselect the user simply “uncheck” it.

“Requisitions” searches work the same way as Purchase Order searches, but the Advanced Search option includes three additional search criteria specific to Requisitions which you may find very useful:

- Prepared by - Current Workflow Step - Workflow status

The “Prepared by” criteria allow you to limit your search to just those requisitions created by the Shopper/user you specify. The “Current Workflow step” criteria allow you to select from all of the requisition Workflow steps that have been configured in AggieBuy so your search results will include only the requisitions currently in that step. Several of these steps may not be familiar to you because they don’t apply to your department’s requisitions. Multiple Workflow steps/filters may be selected for your search – note that AggieBuy will treat them as an “or” search. The “Workflow status” criteria provides five options, the one most commonly selected by most users will likely be “Pending”.

Example of “Workflow Status” results: You may further narrow these results by “Supplier”, “User”, and “Workflow Step”.

For recurring searches, such as for monthly reports, you may save your search criteria to prevent having to remember and re-enter the criteria each time you need the information. Simply enter the criteria one time and click the yellow “Save search” button. In the following example, we want to see all Purchasing Department requisitions created during the past 60 days that are still pending:

- Select “Requisitions” from the Search dropdown menu - Change the “All Dates” default to “Last 60 days” in the Date field - Select “02-PURS” from the Department dropdown menu (more than one department may be

selected) - Check the box next to “Pending” in the Workflow status area - Scroll to the bottom and click the yellow “GO” button

After the results of your search appear, click the “Save Search” button.

Enter a Name and description of your Search criteria and click “Save”.

Click “Close” to complete the process.

Your saved searches will appear listed on the “Document Search” screen for both “simple” and “advanced” searches, and clicking the name will bring up the search results and “Refine Search Results” filters. Search results may be exported to a spreadsheet and you may rename or delete your search criteria.