Advanced Search

Advanced Search is a Premium feature that lets you search for documents and document data using specific criteria. Its flexible filters help you:

• Find documents and create lists of their details
• Export your search results to easily build reports, such as Accruals and Processing reports
• Save your searches to create a library of search templates

• Search for Documents
  • Example Search: Supplier Name
• Save and View Searches
• Edit and Delete Searches
• Download Search Results and Create Reports
• Example Reports
  • General Report
  • Accrual Report
  • Processing Report

Search for Documents

When you search for documents, use the Filters section to select your search criteria. These filters determine which documents will show in the rows of your results table.

Then use the Results tab to choose what document details you want to show in your results table. The fields you select are the columns of your results table.

To create a new search:

1. From the left sidebar, click Invoices and go to Advanced Search.
2. Under the Filters tab, use the search bar to find the field you want to use as your search criteria. Or, find it by scrolling through the Add Fields list.
   
   
   
   
3. Click the field to apply it as a filter. It will be moved to your Applied Fields list. Click the minus next to any filter that you want to remove.
4. Enter your search criteria in your Applied Fields. For example, fill in the Supplier Name or Date Range.
   1. Click contains above the field to select other value parameters such as equals, not equal to, less than, or greater than.
      
      
      
      
5. Once you enter your filter criteria, click the Results tab.
6. Choose the fields you want to display in your filtered results. Your applied results list is alphabetical, but the results table shows fields in the order you select them.
7. Click Update. You won't be able to click Update until you've selected your results fields.

Example Search: Finding documents from a specific Supplier

Save and View Searches

After you create a search, follow these steps to save it:

1. Click Save Search.
2. Enter a Search Name.
3. Click Save.

To view your saved searches:

1. Go to Saved Searches on the left sidebar.
   
   
   
   
2. Select the search name to open it.
3. Click Update to view the results.

This creates a search template that you can use at any time. When you reuse a saved search, it always returns the most recent results that meet the criteria.

Saved searches are private. Only you can view the searches you create.

Edit and Delete Searches

While you can’t edit a saved search, you can use an existing search to quickly create a new one. To use an existing search to create a new search:

1. Go to My Invoices > Saved Searches.
2. Select the search that you want to edit from the list.
3. Add or remove any filters or results fields. Make sure to enter any new search field values.
4. Click Update if you want to view the new results.
5. Click Save Search.
6. Enter a name for your new search.
7. Click Save.

Your new search will show under Saved Searches.

To delete a saved search:

1. Go to My Invoices > Saved Searches.
2. Click the trashcan icon next to the search that you want to delete.
3. Click Yes, Delete.

Deleting a search is permanent and cannot be undone.

Download Search Results and Create Reports

Turn any Advanced Search into a report to share with your team by downloading the search results. You can add and edit your filters and results fields anytime to tailor them to your needs.

Make sure you save your searches so you have a template the next time you need to create a report.

To download your search results:

1. Create a search or open any existing saved search.
2. Click Update.
3. Select Download Results.
   
4. Enter a name for your file.
5. Click Download.

Your results will automatically download as a .csv file. Ascend AP does not save search results or records of previous downloads. Every time you use Advanced Search, you view the most recent results.

Example Reports

These are the recommended search criteria for three example reports. Save these searches so they’re ready to go when you need them.

Click to view suggested criteria for a General Report

Applied Fields

• Company Name
• Supplier ID
• Supplier Name
• PO Number
• Invoice ID
• Invoice Status
• Ascend Date
• Control Amount
• Document Group

 

Applied Results

• Document Group
• Company Name
• Supplier ID
• Supplier Name
• Invoice ID
• PO Number
• Invoice Date
• Control Amount
• Ascend Date

Click to view suggested criteria for an Accrual Report

Applied Fields

• Invoice Status (select Scanned)
• Control Amount
• PO Number
• Invoice Date
• Ascend Date

Applied Results

• Company Name
• Supplier ID
• Supplier Name
• Invoice ID
• PO Number
• Invoice Date
• Control Amount

Click to view suggested criteria for a Processing Report

Applied Fields

• Ascend Date
• Entered Date
• Entered By

 

Applied Results

• Document Group
• Invoice Status
• Sender Email
• Company Name
• Supplier ID
• Supplier Name
• Invoice ID
• PO Number
• Invoice Date
• Control Amount
• Ascend Date
• Entered Date
• Entered By
• Last Modified User