DataMagine - Search For an Invoice

Background Information

DataMagine can be used to search and view invoices based off multiple values. The steps detailed in this Job Aide review how to search for an invoice using the Basic Search function and/or the Advanced Search function.

Basic Search For an Invoice

  1. Launch the DataMagine Client.
  2. Login using your Windows username and password.
  3. Select the Search Document icon.
  4. Under Views, select AP – Invoices.
  5. An Index and Values search window appears below.
    • Index – type of search item
    • Value – value of search item
    • Example: Invoice# 10C3004 on 12/1/23.
      • Beside Invoice#, enter 10C3004 in the Value field.
      • Beside Date, enter 12/1/23 in the Value field.
      • Perform search.
    • Enter any combinations in the Value and Index fields before performing a search.
    • *NOTE: There must be at least one index value to perform a search.
  6. Press the Enter key or select the Search icon to perform a search.
    • Search results will only yield results based on your access.

Advanced Search For an Invoice

  1. Follow steps 1-2 in previous section.
  2. Select the Search Document icon.
  3. Under Views, select AP – Invoices.
  4. Select the Advanced Search icon (magnifying glass with + sign)
  5. An Index and Values search window appears below.
  6. Next to the Index Value, select a Comparison Operator from the Condition column. Operators include Equal, Greater Than, Between, etc.
  7. In the Values field, enter search values and/or variables (as described in Basic Search).
    • Example: Your invoice is for $1200; it was processed between 12/1/23 and 12/26/23.
    • Beside Invoice Amount, set the comparison operator to Equal and enter 1200 in the Value field.
    • Beside Date, set the comparison operator to Between. Two Value fields appear. Enter 12/1/23 in Value 1 field. Enter 12/26/23 in Value 2 field.
    • Upon performing the search, the application will search for an invoice of $1200 within the date range of 12/1/23 – 12/26/23.
  8. Enter any combinations in the Value and Index fields before performing a search.
  9. Press the Enter key or select the Search icon to perform a search.
    • Search results will only yield results based on your access.

Reviewing Search Results

  1. After performing a search, a Search Results tab/window appears.
  2. Double-click an invoice to view the invoice.
  3. To open multiple invoices, select an invoice, hold control, and select additional invoices so they are highlighted in blue.
  4. Right-click and select View.
  5. Within document view, you can view, save, and/or print the selected invoice(s).

Additional Searching Information

  • Wildcard Function: Use this function to yield any results including that value input. Select the checkbox under the “W” column in the Index and Values window to activate this function.
    • Example: If you can’t remember the vendor’s name, but you know it begins with “Acc,” enter “Acc” in the Value field for Vendor Name.
      • Select “W” checkbox on far-right column.
      • Perform search. Results will yield all invoices with the vendor name including the value “Acc.”
  • After an invoice has been opened, press the Page Up and Page Down keys to scroll through the invoice.
  • Data can be accessed back to 2020; anything archived farther back would have to be requested from the finance representative.

 

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