How to Use Drill Down Query

 

Drill Down Query is a search facility which allows the user to perform searches for Vendor, Requisition, Purchase Order, Invoice and Cheque information. Various filters and hyperlinks can be used to refine the data and/or to obtain additional information using the drill down feature.

 

The Drill Down Query screen provides the following search options:

•By Vendor

•By Purchase Order

•By Requisition

•By Cheque

 

Use the following steps to use drill down query:

 

By Vendor

 

1. Click on the Business tab, click Queries, and select Drill Down Query.

 

2. Enter the Vendor # (or Vendor Name) or click on the Search icon to search for a Vendor.

 

Note: Refer to How to use Vendor Search for more information on how to use this feature.           

 

 

3. Use the following tabs to inquire on specific information: Vendor, Requisitions, Purchase Orders, Invoices and/or Cheques.

 

Note: Some tabs will provide further criteria to refine the search.

 

4.

If

Then

Vendor tab is selected

1. Review the information, no criteria to refine search is available.

 

2. If applicable, click on the Print button.

 

3. If Print is selected, click on the downloaded .pdf file (bottom left corner) to view.

 

 

Note: The options to Save (Download) and/or Print are available. 

Requisitions tab is selected

1. If applicable, enter a Requisition Number.

 

 

2. If applicable, click on the Start Year/Period and/or End Year/Period drop-down menus to select the year and period to search between.

 

3. If applicable, in the Status section, select or deselect any of the following selection boxes: All (selected by default), New, cancelled, Processed, Changed, Preapproved, Approved, Rejected By Approver, Rejected By Buyer and/or Over Budget.

 

 

4. If applicable, click on the Search button or click on the Clear All button to remove all input information and reset the fields to their default values. Information will populate in the grid.

 

5. Use the hyperlinks within the grid to further inquire.

Purchase Orders tab is selected

1. If applicable, enter a PO Number.

 

 

2. If applicable, click on the Start Year/Period and/or End Year/Period drop-down menus to select the year and period to search between.

 

3. If applicable, in the PO Status, Type and Miscellaneous section, select one of the three radio buttons in each line. The Any radio button is selected by default in each line.

 

 

4. If applicable, click on the Search button or click on the Clear All button to remove all input information and reset the fields to their default values. Information will populate in the grid.

 

5. Use the hyperlinks in the grid to further inquire.

Invoices tab is selected

1. If applicable, enter an Invoice Number.

 

 

2. If applicable, click on the Start Year/Period and/or End Year/Period drop-down menus to select the year and period to search between.

 

3. If applicable, in the Status section, select or deselect any of the following selection boxes: All (selected by default), New, Partial Paid, Paid in Full, Included in Pay Run, Unpaid, and/or Over Budget.

 

 

4. If applicable, click on the Search button or click on the Clear All button to remove all input information and reset the fields to their default values. Information will populate in the grid.

 

5. Use the hyperlinks within the grid to further inquire.

Cheques tab is selected

1. If applicable, enter a Cheque Number.

 

 

2. If applicable, click on the Start Year/Period and/or End Year/Period drop-down menus to select the year and period to search within a range.

 

3. If applicable, in the Status/Type section, select or deselect any of the following selection boxes: All (selected by default), Voice, Manual, Issued Returned, Online Chq, A/P Cheque, cancelled, Pay Run, Outstanding, Post Dated, and/or EFT.

 

 

4. If applicable, click on the Search button or click on the Clear All button to remove all input information and reset the fields to their default values. Information will populate in the grid.

 

5. Use the hyperlinks within the grid to further inquire.

 

By Purchase Order

 

1. Click on Business, Queries, and select Drill Down Query.

 

2. Enter the P.O. number.

 

 

3. If applicable, in the Purchase Order dialog box, use the hyperlinks to further inquire, click on the View PO Receipts button to view the PO receipts information or click on the Close button to return to the Drill Down Query screen.

 

 

By Requisition

 

1. Click on Business, Queries, and select Drill Down Query.

 

2. Enter the Requisition number.

 

 

3. If applicable, in the Requisition Inquiry dialog box, use the hyperlinks to further inquire, click on the Print button or click on the Close button to return to the Drill Down Query screen.

 

 

4. If Print is selected, click on the downloaded .pdf file (bottom left corner) to view.

 

          

 

Note: The options to Save (Download) and/or Print are available. 

 

By Cheque

 

1. Click on Business, Queries, and select Drill Down Query.          

 

2. Enter the Cheque number.

 

          

 

3. If applicable, in the Cheque # dialog box, use the hyperlinks to further inquire, click on the Print button or click on the Close button to return to the Drill Down Query screen.

 

 

4. If Print is selected, click on the downloaded .pdf file (bottom left corner) to view.

 

          

 

Note: The options to Save (Download) and/or Print are available. 

 

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