Toolbar Actions

Overview

At the top right of Bills tab, use these controls to search, organize, refine, format, and export bill records:

• Search Box: Type a Vendor Bill Internal ID, Vendor Bill Ext ID, and Vendor Name keyword to filter results as you type.
• Tag Icon: Apply, create, or manage tags for selected bills to support audits and workflows.
• Filter Icon: Show filter fields under each column header for multi‑field, column‑level filtering.
• Customize Columns: Select which columns to display or hide, ensuring your view aligns with the task at hand.
• Export Icon: Download the currently visible (filtered) list as a CSV file.
• Currency Toggle: Switch between Base (your organization’s reporting currency) and Foreign (the original transaction currency) to control how monetary values display and export.

Note: The selected currency affects totals, amounts, and exported data. Set the correct currency view before exporting.

1. Search Bills

Use the search box to quickly find vendor bills (invoices) by Vendor Bill Internal ID, Vendor Bill Ext ID, and Vendor Name. Results update in real time as you type.

How to Search for Bills:

1. Go to the search box at the top right of Bills tab.
2. Type a bill identifier including Vendor Bill Internal ID, Vendor Bill Ext ID, and Vendor Name.
3. The list filters dynamically to show matching bills as you type.
4. Clear the search box to return to the full list.

Tip: Use partial text for broad search. 

Note: Search runs across visible and filterable columns based on your current column settings.

Figure 1. Searching Bills

2. Tag Bills

Tags help categorize and group bills for audits, cost tracking, or workflow management.

How to Tag Bills

1. Select one or more bills using their checkboxes.
2. Click the Tag icon (often depicted as a price tag shape) in the toolbar.

Figure 2. Tag Icon & Selection

3. In the Tag as dialog:
   • Enter the tag in the search box to find or choose existing tags.
   • To create a new tag, click Add New Tag and enter the name.

Figure 3. Add New Tag Dialog

4. Assign and apply tag(s) to your selected bills.
5. For tag maintenance:
   • Click Manage Tags to edit or delete existing tags.

Figure 4. Tag Management Panel

Tip: Use consistent tag names (for example, “Urgent,” “Audit,” “Quarter‑Close”) so teams can filter and report reliably.

3. Filter Bill Records

Filters allow you to display only bills that meet specific criteria, such as overdue status, amount range, entity, tags, or any other column in Bills list.

How to Filter Bills

1. Click the Filter icon. A row of filter fields appears directly under each column header in Bills list.
2. For any column (for example, Vendor Name, Entity, Status, Amount Due, Tags):
   • Choose an operator from the drop‑down (such as contains, in, less than, greater than, equals, before, after, between).
   • Enter or select a value (for example, a partial name, a date range, or a currency amount).
3. The list updates instantly and displays only bills that meet all active filters (using AND logic).
4. You can apply multiple filters simultaneously for more targeted results.
5. To remove a filter, clear the text or selection in that field. To clear all filters, either clear each field or reset the table view.

How to sort Bills:

1. Click a column header to sort by that column.
2. Click the same header again to toggle ascending/descending.

Note: Sorting applies to the records currently visible after any active filters.

Figure 5. Column Filter Fields

Table 1. Common Filterable Fields

Tip: You can combine multiple filters for precise data analysis (e.g., Status = Open, Amount Due> $5,000, Overdue = Y). Filtered results support batch operations, column customization, and exporting.

4. Customize Table Columns

You can personalize Bills List by choosing which columns to display. This allows you to focus on the information most relevant to your workflow, making it easier to review, process, or export only the data you need.

How to Customize Columns

1. Click the Edit Columns icon (three vertical bars) in the toolbar at the top right of Bills List.
2. The Edit Columns panel will appear, listing all available columns.
3. Use the checkboxes to show or hide columns:
   • Checked columns appear in your table view.
   • Unchecked columns are hidden from your view.
   • Some columns (indicated with a lock icon) are always visible and cannot be removed.
4. Use the search bar at the top to quickly locate a column by name.
5. Click Apply to save your changes, or Restore Default to reset to the standard column set.

Figure 6. Edit Columns Panel

Note: Column visibility settings only affect your view and session. Mandatory (locked) columns are always displayed for clarity and audit consistency.

Tip: Customize your columns before filtering or exporting to generate views and reports tailored precisely to your needs.

5. Export Bills

You can export bill records to a CSV file for offline review, sharing, compliance audits, or further analysis. The export reflects your current table view, including active filters and visible columns.

How to Export Bill Records:

1. Apply filters or column customizations to Bills table, or keep the default view to export all data.
2. Click the Export Bills icon in the toolbar.
3. The system generates and downloads a CSV file containing all bills currently displayed in your view.

Note: Only the data currently shown in the table (with all applied filters and column customizations) will be included in the export.

Tip: Use filters and columns to target and export just the records you need. 

6. Currency Toggle (Base vs Foreign)

Use the currency toggle in Bills toolbar (top right) to control how monetary values display and export.

• Base currency — The entity (company) currency configured for your organization in the ERP/System of Record. All transactions denominated in a foreign currency are converted into the local currency for financial statements and analytics purposes. Example: A US-based entity typically uses the USD as its base currency.
• Foreign currency — The original transaction currency on the vendor bill (for example, paying a UK vendor in GBP when your base currency is USD).
• Why it matters — A foreign‑currency bill has both a foreign amount and a base‑currency equivalent using an exchange rate on a given date. Rate movements between invoice and payment dates can create realized or unrealized FX variances. Lists, totals, and exports are displayed in the currently selected currency.

Note: Select the desired currency (Base or Foreign) before exporting so the CSV reflects the correct amounts for your review or reporting.

Figure 7. Toolbar and Currency Controls