How can I view purchases that have been entered?

This article covers:

• how to find a purchase and view purchase details,
• how to filter and download information on purchases,
• how the permissions work for drilling into a purchase and viewing receipts.

How to find, view, filter and download purchase details

There are a few ways in which you can view a purchase that has been entered:

1. Purchases Screen - great if you submitted a purchase or you know which user did

You can view the status and details of expenses that you have entered at the bottom of the Purchases screen.

The radio button allows you to toggle between 'Active' purchases (those which are not yet complete) and 'All' (your full user history). 

If you have the role permission of Finance Team user, you can use the drop-down list to look through other users' purchase requests as well.

2. Search All Purchases - great for broader searching, but only for users with permission to do so

This option is only available if your role permission offers access to this screen.

If you have permission, you can see and click 'Search all purchases' next to the purchase search box in the 'view purchases' section.

The search allows you to search for any purchase that has been entered by purchase number, description, invoice reference, payee, supplier, submitter and purchase amount. You can filter results by the date, supplier or amount. 

You can download reports as pdf. or .csv.

3. Financial Reports - the best way to find a purchase if you know which category it is assigned to

A great way to find a purchase if you know the category/project/transaction group it is part of, is to go to the relevant Financial Report and click to drill down to the transaction you want to view.

For this, you will need to have permission within your user settings to have transactional level access to the category the purchase is recorded to.

4. Bank Statement - great if you know when a purchase was paid and you have access

If your role permission provides you access to the Bank Reconciliation module, or you have been granted access to Bank Reconciliation from within Bank Settings for a particular bank account, then you will be able to view the purchase from the view Bank Statement screen if you know the date a purchase was paid.

How the permissions work for drilling into a purchase and viewing its receipt

There are two versions of the 'view purchase' screen:

1) Edit View

You will see this view and can edit the purchase if either:

• You are the purchase submitter and the purchase has not been approved or had its receipt checked
• You have the Finance Team user role

2) Regular View

You will see this view, but not be able to edit the purchase, if either:

• You are the purchase submitter and the purchase has been approved or had its receipt checked
• You have been assigned the Independent Examiner or Auditor role
• You have a role that has the 'Receipt Check' permission enabled
• You have been given 'Transactional Level' access to view the category the purchase is assigned to

To help you better understand the Purchases module, please visit the module overview page here.