Purpose
BuySite offers querying capabilities to search for documents within the system. The results provide details about the document, including workflow status and payment status.
This document outlines the steps to query in BuySite.
Basic Search
1. Log into BuySite
2. Click Documents on the side navigation bar
3. Hover over Search
4. Click All Orders (or you can choose a specific document type)
5. Use the document filters to help fine tune your document search
a. Type of Order – allows users to search based off a specific document type (i.e. if someone wanted to search for only invoices, select the checkbox next to Invoice)
b. Created Date – allows users to specify a date range look for documents from a specific time period
c. Search Textbox – allows users to type in on or more document numbers to look of specific order details
d. Add Filter – allows users to add additional filters to the search results (i.e. search by FAS Account Number, Approver, or Supplier)
e. Clear All Filters – allows users to clear current filters and restart their search.
6. After applying any of the search criteria in step 4 the search results appear.
7. To customize your search results, move columns from one area to another by clicking on the six stacked dots to the left of the column and drag and drop to the desired location.
Saving a Search
BuySite allows for users to save searches or filters to use the same criteria over time. Follow the steps below to save your search:
1. Select Save As
2. Create a search Nickname, select a Folder Destination and click Save.
a. If no folder exists, click Add New and create a folder
3. The saved search will appear in the My Searches in the Favorites Searches section.
Export Searches
BuySite allows users to export searches to an Excel document. Follow the steps below to export a search:
1. Click Export
2. Enter a document name in the Title textbox and click Submit
3. When the export is complete access the document in Manager Search Exports
Search Tips and Tricks
BuySite allows users to enter details to help simply your search options. Below are some tips and tricks to aid in receiving better search results.
· Type ‘or’ between document numbers to search for multiple documents.
· Use quotations (“) to indicate an exact search.
· A minus (-) in front of a document number will exclude the document from the search.
· Use an asterisks (*) in a word or number as a placeholder to complete a wildcard search.
· Place a question mark (?) as a placeholder if you do not have the exact number.
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