The Accounts Payable documents previously uploaded and filed (saved) in K12Docs can be viewed using the Document Inquiry option.
How to complete a document inquiry:
Select the Document Inquiry menu.
On the Document Inquiry screen, Accounts Payable Documents appears in the You Are Currently Viewing field to view documents related to Accounts Payable, such as documents for invoices, purchase orders, or requisitions.
In the By field, specify the appropriate option for the documents in K12Docs to view:
Batch Description - To view all the documents for the invoices, purchase orders, and/or requisitions for a particular Accounts Payable batch.
Check Number - To view all the documents for the invoices, purchase orders, and/or requisitions tied to a specific Accounts Payable check.
Invoice Number - To view all the documents for a particular posted or unposted invoice (along with the documents for the purchase orders and/or requisitions tied to the invoice, if applicable).
Purchase Order Number - To view all the documents for a particular posted or unposted purchase order (along with the documents for the invoices and/or requisitions tied to the purchase order, if applicable).
Requisition Number - To view all the documents for a particular requisition (along with the documents for the invoices and/or purchase orders tied to the requisition, if applicable).
Vendor - To view all the documents for the invoices, purchase orders, and requisitions for a particular vendor.
The applicable records display on the screen for the documents to view. The Filter Rows By field defaults as follows depending on the option selected in the By field above, but can be changed.
Processing Month - if viewing by Batch Description and shows batches with a processing month in the last six months by default.
Check Date - if viewing by Check Number and shows checks dated in the last six months by default.
Invoice Date - if viewing by Invoice Number and shows invoices dated in the last six months by default.
Expected Date - if viewing by Purchase Order Number and shows purchase orders with an expected date in the last six months by default.
Requisition Date - if viewing by Requisition Number and shows requisitions dated in the last six months by default.
Active - if viewing by Vendor and shows vendors with an activate status by default.
Locate the record for which to view the documents. If desired, change the filters to modify the records listed on the screen.
Tip: To search for a specific record, enter the text to search for in the Quick Search field; the list of results will be updated (shortened) to match the criteria.
Click the View Documents link to the right of the record for which to view the documents, or double-click on the record.
The Documents screen for the selected record appears listing all the documents previously uploaded for the specific item and related items, if applicable (for example, all the documents previously uploaded for an invoice display, in addition to the documents uploaded for a purchase order or requisition tied to the invoice, if applicable).
Select to view a document by clicking the View/Edit link to the right of a document, or double-clicking on a document.
Note: Versioned documents (as defined in K12Docs or GX) cannot be viewed from within the School Accounting System or Web Link. If a selected document is versioned, a prompt will appear stating the document must be accessed from K12Docs or GX.
The document appears in the K12Docs preview screen in a new browser tab and can be printed by clicking the Print button, if needed.
When finished, close the tab for the document preview.
After viewing all the documents for the designated item, click the X to close the screen.