How to Navigate the Campus Irregular Invoice Dashboard

This guide provides step-by-step instructions for navigating the Campus Irregular Invoice Dashboard, including how to view irregular invoices by organization or department, utilize the filter dropdown menus, and apply frequently used dynamic filters (i.e., CAO/CFO, vendor(s), Workflow Step/Hold Reason). Last updated 11/15/2024.

23 steps

Navigate to the [**Campus Irregular Invoice Dashboard**.](https://tableau.ucla.edu/#/views/UCLACampusIrregularInvoiceDashboard/MainMenu)

Click the **View Dashboard By** dropdown menu. Select one of the two available options: - **Organization Code**: Used to view irregular invoices for an organization (multi-departmental view). - **Department Code**: Used to view irregular invoices for one department (single department view).

Campus Irregular Invoice Dashboard Main Menu, with cursor opening the View Dashboard By (Org/Dept) dropdown menu.

**NOTE**: The **Organization Code** option is recommended for those who wish to view irregular invoices for multiple departments within the same organization. The dashboard can only display a single organization's data at a time.

**IMPORTANT**: A blank dashboard may appear if: - Dropdowns are completed out of order, or - Main Menu dropdowns are not selected before navigating to a dashboard tab.

Main Menu, highlighting the header navigation tabs and View Dashboard By (Org/Dept) dropdown menu.

View Irregular Invoices by Organization

Select the **Organization Code** option from the *View Dashboard By* dropdown menu.

Campus Irregular Invoice Dashboard Main Menu, with the View Dashboard By dropdown menu open. Cursor Selects the Organization Code option.

Click the **Enter Organization or Department** dropdown menu.

Campus Irregular Invoice Dashboard Main Menu, with cursor selecting the Organization or Department dropdown menu.

Select from the list of available organizations. Type into the **search bar** to further narrow the results.

Campus Irregular Invoice Dashboard Main Menu, with the Organization or Department dropdown menu open. Cursor selects the Search bar.

**IMPORTANT**: If your organization is not listed, it does not currently have any irregular invoices. The dashboard updates every business day, so continue to check back for changes.

Click the **green forward arrow** button.

Campus Irregular Invoice Dashboard Main Menu, with cursor selecting the green forward arrow button.

The *Campus Irregular Invoice Dashboard* will display.

**NOTE**: The above screenshot displays all possible dashboard fields. These fields are dynamic and populate based on current data. If specific table fields do not populate on your dashboard, it means your selected organization or department does not have invoices that pertain to that field.

View Irregular Invoices by Department

Select the **Department Code** option from the *View Dashboard By* dropdown menu.

Campus Irregular Invoice Dashboard Main Menu, with the View Dashboard By dropdown menu open. Cursor Selects the Department Code option.

Click the **Enter Organization or Department** dropdown menu.

Select from the list of available departments. Type into the **search bar** to further narrow the results.

**IMPORTANT**: If your department is not listed, it does not currently have any irregular invoices. The dashboard updates every business day, so continue to check back for changes.

Click the **green forward arrow** button.

The *Campus Irregular Invoice Dashboard* will display.

**NOTE**: If the listed CAO / CFO information is incorrect, email [psg-news@finance.ucla.edu](mailto:psg-news@finance.ucla.edu).

Utilize the Dashboard Filter Menu

Select your desired filter from the navigation pane on the left-side of the dashboard. - **Organization Code & Title**: Populated by the information you selected on the Main Menu landing page *(cannot be changed on this screen).* - **Department Code & Title**: Used to view one or more departments *(cannot be changed on this screen if you selected "View Dashboard By Department" on the Main Menu landing page).* - **Vendor**: Used to filter by one or more vendors. - **CAO/CFO**: Used to filter by one or more CAO/CFO groupings. - **Workflow Step/Hold Reasons**: Used to filter by one or more workflow step/hold reasons. **NOTE**: Multiple filters can be applied at any given time.

Campus Irregular Invoice Dashboard, calling attention to the Dashboard Filter Menu.

To apply multiple criteria to a single filter, select the desired checkbox from the dropdown menu or utilize the **(All)** option.

Campus Irregular Invoice Dashboard, with the Workflow Step/Hold Reasons dropdown open. Cursor selects the All option.

**NOTE**: If the listed CAO / CFO information is incorrect, email [psg-news@finance.ucla.edu](mailto:psg-news@finance.ucla.edu).

Utilize Dynamic Filtering

The actual dashboard content is dynamic and supports the same filtering options as *Dashboard Filter Menu*. To enable a dynamic filter, click on the desired dashboard element (i.e., a line item or chart section). Frequently used filters include: - **Vendor**: Used to filter by one or more vendors. - **CAO/CFO**: Used to filter by one or more CAO/CFO groupings. - **Workflow Step/Hold Reasons**: Used to filter by one or more workflow step/hold reasons. Multiple filters can be applied at any given time by pressing the **CTRL key while clicking**. **EXAMPLE**: The below screenshot selects the **Insufficient PO Funds** element under the *Workflow Step/Hold Reasons* section.

Campus Irregular Invoice Dashboard, with cursor selecting the Insufficient PO Funds filter element.

The *Dashboard* will display an updated, filtered view of irregular invoices associated with the selected element. **EXAMPLE**: The below screenshot displays a filtered view of irregular invoices with *Insufficient PO Funds*.

Campus Irregular Invoice Dashboard, with the Insufficient PO Funds filter element selected.

**IMPORTANT**: Dynamic filters do not flow into the **Irregular Invoice Dashboard Invoice Details** tab.

To remove a dynamic filter, click on the element again.

**NOTE**: If the listed CAO / CFO information is incorrect, email [psg-news@finance.ucla.edu](mailto:psg-news@finance.ucla.edu).

**NOTE:** For more information on downloading Dashboard data as an Excel file, refer to [How to Download the Irregular Invoice Dashboard's Invoice Details.](https://scribehow.com/shared/How_to_Download_the_Irregular_Invoice_Dashboards_Invoice_Details__CfyDy5EhRMKCNyWbEz1N6A?referrer=workspace)

Access Invoice Details

**IMPORTANT**: To view invoice details, selections must first be made on the *Main Menu*. A blank dashboard may appear if: - Dropdowns are completed out of order, or - *Main Menu* dropdowns are not selected before navigating to a dashboard tab.

From the *Main Menu*, click the **View Dashboard By** dropdown. Select one of the two available options: - **Organization Code**: Used to view irregular invoices for an organization (multi-departmental view). - **Department Code**: Used to view irregular invoices for one department (single department view).

Main Menu, with cursor selecting the the View Dashboard By dropdown menu.

Click the **Enter Organization or Department** dropdown. Select from the list of available organizations. Type into the **search bar** to further narrow the results.

Main Menu, with cursor selecting the Enter Organization or Department dropdown menu.

**IMPORTANT**: If your organization is not listed, it does not currently have any irregular invoices. The dashboard updates every business day, so continue to check back for changes.

Click the **green forward arrow** button.

The *Campus Irregular Invoice Dashboard* will display.

Campus Irregular Invoice Dashboard page.

Click the **Campus Irregular Invoice Details** tab at the top of the dashboard. **IMPORTANT**: Navigating to the **Campus Irregular Invoice Details** tab prior to making selections on the *Main Menu* will result in display errors.

Campus Irregular Invoice Dashboard page, with cursor selecting the Campus Irregular Invoice Details tab at the top of the dashboard.

The **Campus Irregular Invoice Details** page will display.

**NOTE**: To view data without downloading: 1. The scroll bar at the bottom of the page may be utilized to view additional columns (e.g., Invoice Owner, Created Date, Invoice Date, Matching Status). 2. Additional Filters can be applied by utilizing the header's filter dropdown menus, as necessary. 3. Select the header of a column to sort it. 4. Invoice Owner is derived from Bruin Buy *Plus*' **PO Owner** data.

Campus Irregular Invoice Details page, calling attention to the header's Filters drop down menus.