Toolbar Actions

Overview

At the top right of the Payments tab, you’ll find tools for searching, filtering, customizing, exporting, and switching currency views.

• Search Box — Enter any payment number or vendor name to filter results instantly.
• Filter Icon — Click to show filter fields under each column header for advanced, multi‑field filtering.
• Customize Columns — Click to choose which columns to show or hide for your workflow.
• Export Icon — Export the currently visible or filtered payment records to a CSV file.
• Currency Toggle — Switch between Base (your company’s primary reporting currency) and Foreign (the original transaction currency) to control how amounts display and export; base values reflect books/financial statements, while foreign values reflect the transaction currency with exchange‑rate conversions to base, and may surface FX variances between invoice and payment dates.

Figure 1. Toolbar Overview

1. Search Payments

The search box quickly locates payments by typing a Payment No or Vendor Name keyword. As you type, the list updates in real time to show matching records.

How to Search for Payments:

1. Locate the search field at the top right of the Payments tab.
2. Click into the search field and begin typing a Payment No or Vendor Name keyword.
3. The list of payment records will dynamically search as you type.
4. To clear the search and return to the complete list, delete the text from the search box.

Figure 2: Payments Search Box

Tip: For broader results, use partial payment numbers or names.

Note: The search runs across all visible and filterable columns, depending on your current settings.

2. Filter Payments

Filtering allows you to narrow the payments list based on specific criteria, making it easier to review, reconcile, and report.

How to Filter Payments:

1. Click the Filter icon. A row of filter fields appears directly under each column header.
2. For each column (e.g., Payment No, Vendor Name, Status, Amount, Amount Applied, Amount Unapplied):
   • Click the drop-down arrow to pick a filter operator (such as contains, equals, in, less than, etc.).
   • Enter a value to use as a filter.
3. The list updates instantly to show only matching payment records.
4. Clear any filter or use “Clear All Filters” to display the complete Payments list.

How to sort Payments:

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 in your list (after any active filters).

Figure 3: Filter Fields

Table 2. Common Payments Filter Fields

Tip: Combine filters (e.g., Vendor = “Accenture” and Status = “Complete”) to quickly find the records you want. 

Note: All filters work instantly and only on the records currently loaded in your view.

3. Customize Table Columns

Personalize the Payments list to display only the columns you need. This helps you focus on relevant payment data and maintain an organized view.

How to Customize Payments Table Columns:

1. Click the Edit Columns icon (three vertical bars) in the toolbar.
2. The Edit Columns panel will open, listing all possible payment columns.
3. Check or uncheck columns to show/hide them.
   • Checked columns will appear in your view.
   • Some columns (like Payment No, Vendor Name, Status, Amount) may be mandatory and are always visible (with a lock icon).
4. Use the search box at the top of the panel to quickly locate a column.
5. Click Apply to save your changes, or Restore Default to return to the default view.

Figure 4: Edit Columns Panel

Tip: Adjust columns based on your current task (for example, show Amount Applied and Payment Date for reconciliation, or Status and Vendor Name for audit review).

4. Export Payments

You can export the currently displayed list of payments to a CSV file for offline reporting, audits, or further analysis.

How to Export Payments:

1. Apply any desired filters or column customizations to show just the payments you need.
2. Click the Export Payments icon in the toolbar at the top right.
3. The system will generate and download a CSV file containing only the records and columns currently visible in your view.

Notes:

Note 1: Export availability depends on your tenant configuration and role permissions. The Export icon appears only if enabled for your tenant and permitted by RBAC. If you do not see the Export icon on the Payments tab, contact your SmartVendor administrator to confirm tenant settings and your access.

Note 2: Only the data visible on-screen (with your applied filters and column choices) will be included in the export.

Tip: Always filter and tailor your view before exporting to ensure your CSV reflects the most relevant and precise set of payment data for your needs.

5. Currency Toggle (Base vs Foreign)

Use the currency toggle in the Payments toolbar (located at the top right) to control how monetary values are displayed and exported.

• 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 payment (for example, paying a UK vendor in GBP when your base currency is USD).
• Why it matters — A foreign‑currency payment 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.

Notes:

Note 1: Select the desired currency (Base or Foreign) before exporting so the CSV reflects the correct amounts for your review or reporting.

Note 2: The selected currency affects totals, amounts, and exported data. Ensure the correct setting for your reporting or review needs.

Figure 5. Toolbar and Currency Controls