Accounts Payable Use Cases
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Accounts Payable documents are filed in GlobalSearch C2 for Business Essentials using the following Index Fields. These allow you to catalog your records in a standardized manner for easy retrieval.
Vendor Name - This is a free-form field for entering the name of your vendor associated with the record.
AP Record Type - Accounts Payable records fall into three categories which are presented in a Pick List* for a standardized naming convention. The three categories are: Vendor Invoice, Purchase Order and Delivery Confirmation. When a category is selected, the document will automatically be presented under the associated tab in the main Search Result interface.
Document Date - This date field is formatted for MM/DD/YYYY and represents the date the document was issued.
Invoice Number - The Invoice Number field is a free-form field for alphanumeric data. With the exception of the Purchase Order, an Invoice number is most commonly referenced on many of the documents being filed. Use this field to cross reference other documents related to this transaction.
PO Number - The PO (Purchase Order) Number field is a free-form field for alphanumeric data. The Purchase Order number is the value that typically ties the documents to each other. It’s a great practice to capture this on every AP document being filed.
Amount - This is a numeric field formatted for US Currency**. Capturing the amount of the transaction is another strong practice so that you can quickly recognize a transaction by the amount you are searching for.
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* The list of AP Record Types can be easily modified to fit the needs of your organization. Click here to learn more about editing Pick Lists.
** Currency formats can be changed easily for values outside of the U.S. Click here to learn more about managing fields; examples of various values can be found here.
Accounts Payable Search Definitions
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