Toolbar Actions and Currency Filter

Overview

At the top right of the Bills table (and in similar data tables within SmartVendor), you have a set of convenient tools for searching, filtering, customizing, and exporting your data. There are also options to toggle the view between base and foreign currency.

Toolbar Controls (left to right):

• Search Box: Type any keyword, bill identifier, amount, vendor, or other criteria to instantly filter the list of records displayed.
• Tag Icon: Tag selected bills for organization, audits, or process management.
• Filter Icon: Open advanced filter options, allowing you to restrict records displayed by specific fields (for example, by status, date, or entity).
• Customize Columns Icon: Select which columns to show or hide in your table view, so you see only the most relevant information.
• Export Icon: Export the currently visible list of records (with all applied filters and column settings) to a CSV file.

Currency Filter

On the right side, you can toggle between:

• Base Currency: Displays all monetary values in your organization’s default (base) currency.
• Foreign Currency: Switches views to reflect amounts in the original transaction currency where applicable.

Note: The selected currency affects totals, amounts, and exported data. Be sure you have the correct setting for your reporting or review needs.

Figure 1. Toolbar and Currency Controls

1. Search Bills

The search box lets you quickly locate bills by entering keywords, vendor names, reference numbers, or any visible field value.

How to Search for Bills:

1. Locate the search field at the top right of the Bills tab.
2. Type any part of a bill number, vendor name, external reference, or relevant keyword.
3. Results will filter automatically as you type, displaying only records that match your input.
4. To clear the search and return to the complete list, delete the entered text from the search box.

Tip: Use partial text for broad search. For example, entering INV will show all records containing "INV" in any search-enabled column.

Figure 2. 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 3. 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 4. 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 5. Tag Management Panel

Tip: Tags can be used as a filter for future searches, audits, or reporting.

3. Filter Bill Records

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

How to Filter Bills

1. At the top of the Bills list, directly beneath the column headers, you will find a row of filter fields for each column.
2. For each column (such as Vendor Name, Entity, Status, Amount Due, Tags, etc.), use the filter field to:
   • Choose a filtering operator from the drop-down (such as contains, in, less than, etc.).
   • Enter or select the value by which to filter (e.g., a partial name, a date range, or a currency amount).
3. The list updates instantly to show only bills matching your filters.
4. You can apply multiple filters simultaneously for more targeted results.
5. To remove a filter, clear the text or selection from the filter field. To clear all filters, either clear each individually or reset the table view.

Figure 6. Column Filter Fields

Table 1. Common Filterable Fields

Tip:

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

4. Customize Table Columns

You can personalize the 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 the 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 7. Column Filtering Example

Note:

Note 1: Column visibility settings only affect your view and session.

Note 2: 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 exactly to your needs.

5. Export Bills

You can export vendor 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 the vendor 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 vendors currently displayed in your view.

Note:

Note 1: Only the data currently shown in the table (with all applied filters and column customizations) will be included in the export.

Note 2: Exported files can be opened in spreadsheet applications (such as Microsoft Excel).

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