Toolbar Actions

Overview

At the top of the Purchase Orders table in SmartGL \ AP Accruals, the toolbar provides quick access to tools for managing notification automation on selected records, searching purchase orders, filtering the list, and exporting records.

The Purchase Orders toolbar includes:

• Notification
• Search
• Filter
• Export

These tools help you organize, review, and act on purchase order records directly from the Purchase Orders page.

Figure 1. Purchase Orders toolbar with Notification, Search, Filter, and Export controls

1. Notification

Use the Notification control to enroll or unenroll selected purchase orders in AP Accruals notification workflows in bulk. The current enrollment state for each record is shown in the Notification Automation column in the Purchase Orders list.

By default, purchase orders that appear in Auditoria are unenrolled. You explicitly enroll them using the Notification control (for bulk actions) or the Notification Automation toggle on the Purchase Order Details page (for a single record).

To change notification enrollment for multiple purchase orders:

1. Select one or more purchase order records using the checkboxes.
2. Click Notification in the toolbar.
3. In the dropdown, choose one of the following:
   • Turn On – Enrolls the selected purchase orders in notification workflows.
   • Turn Off – Unenrolls the selected purchase orders from notification workflows.

Figure 2. Notification dropdown with Turn On and Turn Off options

Note: Notification automation can only be changed for open purchase order records. If no records are selected, or if selected records are not in the Open status, the following tooltip appears: "Please select open PO records to change notification status."

2. Search

Use the Search field in the toolbar to quickly find purchase order records by text value.

You can search using values that appear in the Purchase Orders list, such as:

• PO Number
• Vendor Name
• Other visible text in the row

To search for purchase orders:

1. Click in the Search field in the toolbar.
2. Enter a full or partial value.
3. The Purchase Orders list updates to show matching records.
4. To return to the full list, clear the search text.

Tip: Partial text works well for broader searches. For example, you can enter part of a PO number or part of a vendor name.

3. Filter

Use the Filter control to refine the Purchase Orders table by column values.

On the Purchase Orders page, clicking the Filter icon displays an inline filter row beneath the column headers. From there, you can enter filter criteria for one or more columns.

Depending on the column, filters may include:

• A comparison operator, such as contains, in, on or after, on or before, or between
• A value field
• A date picker for date-based fields
• A multi-select list for columns with predefined values, such as Notification Automation and PO Status

To filter purchase order records:

1. Click the Filter icon in the toolbar.
2. In the filter row that appears below the column headers, choose the appropriate operator for a column.
3. Enter or select the filter value.
4. For multi-select columns such as Notification Automation or PO Status, select one or more checkboxes, then click Apply.
5. Repeat for additional columns if needed.
6. Review the updated Purchase Orders list.

Figure 3. Inline filter row displayed beneath Purchase Orders column headers

Sorting Purchase Orders

You can sort purchase orders directly from the table by clicking an individual column header.

1. Move to the column you want to sort by.
2. Click the column header.
3. The Purchase Orders table is reordered based on that column's values.
4. Click the same column header again to reverse the sort order.

A sort indicator may appear in the selected column header to show which column is currently sorted.

Tip: Sorting works well together with filters and search. For example, you can first filter purchase orders by status and then sort the remaining records by Date.

Table 1. Purchase Orders Filter Fields and Values

4. Export

Use the Export icon in the toolbar to export purchase order records from the Purchase Orders page. The exported file is downloaded in CSV format (for example, Purchase Orders.csv).

To export purchase order records:

1. (Optional) Select the records you want to export using the checkboxes.
2. Click the Export icon in the toolbar.
3. The file downloads automatically to your browser's default download location.

Figure 4. Export icon on the Purchase Orders toolbar