Document Search

What is a Document Search?

The document search is a tool which can be utilized to search for the following types of documents: Bid, Contract, Invoice, Purchase Order, Receiving Report, Requisition, and Solicitation. The search can be narrowed by using several fields available on the screen.

How do I Initiate a Document Search?

The Document Search is the default screen that displays when entering the Procurement system. However, a document search can be initiated at any point in time by placing the mouse over the purple Search link at the top of the screen. A drop-down menu will appear from which the mouse can be used to click the Documents option. This will display a blank search screen that can be used to find existing documents.

How do I Search for a Document?

From the document search screen, click on the arrow next to the drop-down box labeled "By Object Type" and select the document type. Notice the red asterisk by the Object Type field. This is the only field that is required to complete a document search. However, in order to narrow down the search even further, additional fields are available. (Please see the Help Document "Field Definitions" for a definition of these fields.) While the other information is not required, it is beneficial to enter all known information.

The statuses available in the "By Status" drop-down box will be different for each document that is selected on the search screen. (Please see the Help Document for each document type for an explanation of status flows) Also, notice that if no Fiscal Year is entered the default will be the current Fiscal Year.

Once all known information has been entered for the document search, click on the Search button. If documents exist based on the search fields entered, the documents will be displayed beneath Search Results at the bottom of the screen. If the list of search results does not fit on one page, View More can be clicked in order to move to the next page of search results. This can be done until the last page is reached. A View Previous option is also available on every page after the first, which can be clicked to go back to the previous page of results.

Some fields allow particle entry. This means the entire field is not required. For example, the account number field will allow searches on the 1st digit, first 3 digits, first 5 digits, or the full 9 digits. The Title field, Department Reference field and the Requestor name field also allow particle searches.

Note: Although all search fields are available for all documents, some may not be applicable. If this is the case, an error will appear by the field stating "Query field not applicable". When this happens remove the data from that field and perform the search again.

A clear button is also available on the document search screen. Once clicked, this command button will clear the entire screen so that a new search can be completed.

How do I View a Document Based on Search Results?

The search results show various fields in order to uniquely identify a document. Once a document is found in the search results, it can then be viewed by clicking on the purple Object Number identifying that document. This will bring you to the Header screen for that document. (Please see the Help Document for each document type for an explanation of the Header) If this is not the correct document the browser's back button can be used to navigate back to the search screen, or a new document search can be initiated. ( See "How do I Initiate a Document Search?")

Below is an example of a search's results.