This guide explains how to use advanced filtering in the Accounts Payable (AP) > Manage Bills module. By utilizing multi-select options and item-level logic, you can organize your workload, isolate specific spending, and process bills more efficiently.
Kindly note that users will need permission to view and edit Bills.
Feature Overview
Managing a high volume of bills requires the ability to "chunk" your work—breaking down a global list into manageable queues. The updated AP Bill Search allows you to filter by Multiple Vendors, Location, and Department simultaneously.
Whether you are responsible for a specific regional office (Location) or need to audit specific suppliers (Vendors), these filters help you clear your queue faster.
Note: Your organization may use custom labels for the Location and Department organizational categories.
Step-by-Step: Applying Filters
Filter by Multiple Vendors
You are no longer limited to viewing one vendor at a time.
Navigate to the Manage Bills page, then click the Filters button.
Click the Vendor filter dropdown.
Click on the vendors you wish to view (e.g., Apple, Best Buy, and Dell).
The Bills list will update to show a consolidated view of bills from all selected vendors.
Filter by Location or Department
Use this to isolate spend for specific teams or regions.
From within the Filters button, Click the Location (or Department) filter dropdown.
Select the Location or Department desired.
Pro Tip: You can use the "Not Set" option to find draft bills where the line-item data is missing. This is excellent for data integrity checks before approval.
If you select a Department that only exists within a specific Location, the system will automatically select the parent Location for you to ensure accuracy.
Expense Bills
Navigate to the Manage Bills page, then click the Filters button.
Select the Filters button.
Toggle the Expense Bills only switch.
The Bills list will update to show a consolidated view of expense Bills.
Stacking Filters
You can combine filters for granular reporting.
Example: Select Vendor "Staples" + Department "Marketing."
Result: You will only see invoices from Staples that contain items purchased by the Marketing team.
Saving Your Filter Views
If you frequently check the same set of criteria (e.g., "My Weekly Review" consisting of 5 specific vendors and 1 location), you can save the configuration.
Apply your desired Vendor, Location, and Department filters.
Click the Save View button at the bottom of the filters window.
Name your view.
In the future, select this saved view to instantly re-apply all filters.
Exporting Filter Views
Users can export the list of filtered Bills as needed.
After inputting your filters, take note of the number of Bills fitting the filters.
Looking near the end of the URL in your browser, change the query string from
page_size=10topagesize=10000, or the number of Bills fitting the filters, and hit Enter.Tick the box to select all Bills found on the left side.
In the top right corner, click the Export Bills button.
Example URL:
https://[your-domain].procurify.com/bills/requests/approved?order_by=-last_modified_datetime&page=1&page_size=10
Should be changed to:
https://[your-domain].procurify.com/bills/requests/approved?order_by=-last_modified_datetime&page=1&page_size=10000
Note: Your active filters (Vendors, Locations, etc.) are embedded directly in the browser’s URL and should not be removed or modified. Please only change the number input for the page_size= variable.
FAQ:
Q: What is the difference between Vendor filters and Location/Department filters?
A: Vendor filters apply to the entire bill (the invoice header), showing you every bill associated with that specific vendor. Location and Department filters work at the bill item level. This means the system scans individual line items within a bill. Since a single invoice can contain items for multiple locations or departments, filtering this way ensures you see any bill that contains at least one item matching your criteria.
Q: Why does a bill appear in my "Vancouver" location results if the invoice doesn't mention Vancouver?
A: Because the filter looks inside the bill's line items. If even one item on that bill is coded to the "Vancouver" location, the entire bill is included in your results so you can review and process that specific item.
Q: Can I filter by both a specific Vendor and a specific Department at the same time?
A: Yes! The filters are additive. For example, you can filter for the vendor "Amazon" and the department "Marketing" to see only the Amazon bills that contain items coded to the Marketing team.
Q: Can I select more than one vendor at a time?
A: Yes. We have updated the Vendor filter to support multi-select. You can now select multiple specific vendors (e.g., "Best Buy" and "Apple") simultaneously to view a consolidated list of bills from all selected vendors.
Q: Can I save my filter settings for later use?
A: Yes. Once you have configured a complex set of filters (e.g., specific vendors, projects, and departments), you can save that configuration. This allows you to clear your filters and quickly reapply the exact same search criteria later with a single click.
Q: Why is my filter labeled "Project" instead of "Location"?
A: The filter labels automatically adapt to your organization's custom naming conventions. If your domain has renamed the "Location" category to "Project" (or any other term), the filter will reflect that custom name.
Q: Why did the system automatically select a Location when I chose a Department?
A: The system is smart enough to understand the hierarchy of your data. If you select a Department that exists only within a specific Location, the filter automatically selects that parent Location context for you to ensure accuracy.