Overview
The toolbar in the Vendors tab provides actions for searching, tagging, filtering, and exporting vendor records in SmartGL AP Accruals. Each action supports efficient data access, record organization, and workflow management.
1. Search Vendors
The search box helps you quickly locate vendors by name, ID, or other identifying information. As you type, the table updates in real time to display matching vendors.
How to Search for Vendors
- Locate the search field at the top of the Vendors tab.
- Click into the search box and begin typing a vendor name, vendor ID, or any relevant keyword.
- The list of vendor records will dynamically filter to display only those that match your entry.
- To clear the search and return to the full vendor list, delete the text from the search field.
Figure 1. Vendor Search Box
Tip: For broader results, use partial names or terms. For example, typing “Tech” will return vendors whose displayed values include that term.
Note: Search results are based on the records currently shown in your vendor view.
2. Tag Vendors
Tags help categorize, group, and filter vendors for improved management and reporting. You can apply one or more tags to selected vendors and create new tags as needed.
How to Tag Vendors
- Select the vendors to be tagged using the checkboxes next to their names in the table.
- Click the Tag icon in the toolbar.
- In the All Tags dialog, you can:
- Type in the search box to find an existing tag.
- Click Add New Tag to create a new tag.
- Click Manage Tags to open the tag management window.
Figure 2. All Tags Dialog
To Add a New Tag
- Click Add New Tag.
- In the New Tag dialog, enter the tag name.
- Click Add to create the tag.
Figure 3. New Tag Dialog
To Manage Tags
- Click Manage Tags in the All Tags dialog.
- In the Tag Management window, use the search field to locate existing tags or click Add New Tag to create another tag or Edit a tag name by clicking the pencil icon or Delete a tag by clicking the trash bin icon.
Figure 4. Tag Management Dialog
After confirming, the tag or tags will appear in the vendor records and can be used for filtering and organization.
Tip: Use standardized tag names to make vendor grouping and reporting more consistent.
Note: If no vendors are selected, the dialog will prompt you to select records before assigning tags.
3. Filter Vendor Records
Filtering allows you to narrow the vendor list based on specific criteria for faster navigation and more targeted review.
How to Filter Vendors
- Click the Filter icon in the toolbar.
- A row of filter fields appears directly beneath the vendor table headers.
- For each visible column, choose a filtering operator and enter or select a value.
- As you apply filter criteria, the table updates to display only the matching records.
- Clear any filter field to remove that filter and broaden the results again.
Figure 5. Filter Fields Above Vendor Table
Table 1. Common Vendor Table Filter Fields
| Filter Field | Operator/Options | Example Usage |
|---|---|---|
| Vendor Name | contains | Filter vendors whose name includes “Tech” |
| Vendor ID | contains | Identify vendors with specific IDs |
| Enrolled | in | Show vendors by enrollment status |
| Write to SoR | in | Filter vendors by writeback status |
| Entity | in | Select vendors associated with a specific entity |
| Category | in | Find vendors by business category |
| Tags | in | Filter vendors assigned a certain tag |
Tip: You can combine multiple filters for more precise targeting. For example, filter by Category = “Services” and Enrolled = “Yes” to show enrolled service vendors.
Note: Filters work in real time and apply to the data currently loaded in your view.
4. Export Vendor Records
You can export vendor records for offline review, sharing, audit support, or further analysis. The export reflects your current table view, including any active filters.
How to Export Vendor Records
- You can export the vendor records as they appear in the default view, or apply any desired filters or column customizations in the vendor table before exporting.
- Click the Export Vendors icon in the toolbar.
- The system generates and downloads a CSV file containing all vendors currently displayed in your view.
Notes:
Note 1: Only the data currently shown in the table (with all applied filters and column customizations, if any) 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, or export the entire list as shown in your view.