How to Navigate the Campus Open PO Dashboard

This guide provides step-by-step instructions for navigating the Campus Open PO Dashboard, including how to view open POs by organization or department, utilize the filter dropdown menus, and apply frequently used dynamic filters (e.g., CAO/CFO, vendor, nearing exhaustion, aging bucket).

13 steps

**NOTE**: This guide features multiple sections. Utilize the **Table of Contents** within this guide to skip to the content that is applicable to your needs.

Navigate to the [**Campus Open PO & Auto-Rejected Invoices Dashboard**](https://tableau.ucla.edu/#/views/CampusPORejectedInvoicesDashboard/MainMenu?:iid=1).

Dashboard landing page showing the Campus Open PO & Auto-Rejected Invoices Dashboard title and navigation tabs.

Click the **View Dashboard By** dropdown menu. Select one of the two available options: - **Organization Code**: Used to view open POs for an organization (i.e., multi-departmental view). - **Department Code**: Used to view open POs for one department (i.e., single department view). **EXAMPLE:** This guide's screenshots will select the **Organization Code** option.

Main Menu with the View Dashboard By dropdown expanded, displaying options for Organization Code and Department Code. The selected option is highlighted with a red circle.

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

Click the **Open PO Dashboard - Select Organization or Department** dropdown menu.

Main Menu showing the Open PO Dashboard – Select Organization or Department dropdown menu highlighted with a red circle.

Select from the **list of available organizations / departments**, or type into the **search bar** to further narrow the results.

Dropdown list of available organizations and departments with a search bar at the bottom. Red rectangle highlights the search bar.

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

**NOTE**: The *Open PO Dashboard* and *Auto-Rejected Invoices Dashboard* share a main menu. When viewing the *Open PO Dashboard*, do not modify the value in the **Auto-Rejected Invoices Dashboard - Select Organization or Department** dropdown menu.

Click the **green forward arrow** button.

Main Menu with a green forward arrow button highlighted by a red circle.

The *Open PO Dashboard* will display.

Full Open PO Dashboard view displaying multiple dynamic fields, charts, and tables.

**NOTE**: The above screenshot displays all possible dashboard fields. These fields are dynamic and populate based on current data.

**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, or - An organization / department code is selected without specifying the corresponding organization or department.

**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. **NOTE**: Multiple filters can be applied at any given time.

Open PO Dashboard zoomed into left-side navigation pane showing filter options such as Organization Code & Title, Department Code & Title, Vendor, and CAO/CFO.

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

Open PO Dashboard with filter dropdown menu expanded with multiple checkboxes and an (All) option highlighted by a red rectangle.

**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: - **Nearing Exhaustion:** Used to filter for POs with funds that are 90% or more exhausted. - **Vendor**: Used to filter by one or more vendors. - **CAO/CFO**: Used to filter by one or more CAO/CFO groupings. - **Stale**: Used to filter for invoiced POs with no invoice activity in 90+ days and uninvoiced POs older than 180 days. - **Aging Landscape Bucket:** Used to filter by the PO's latest invoice date. Multiple filters can be applied at any given time by pressing the **CTRL key while clicking**. **EXAMPLE**: The below screenshot selects the **Percent (%)** element under the *Nearing Exhaustion* section.

Dashboard showing the Nearing Exhaustion chart with the Percent (%) element highlighted by a red circle.

The *Open PO Dashboard* will display an updated, filtered view of open POs associated with the selected element. **EXAMPLE**: The below screenshot displays a filtered view of open POs *Nearing Exhaustion*.

Filtered Open PO Dashboard view displaying only POs nearing exhaustion.

**IMPORTANT**: Dynamic filters do not flow into the **Open PO 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).

Access Open PO Details

From the *Open PO Dashboard,* click the **Open PO Details** tab. **IMPORTANT**: Navigating to the **Open PO Details** tab prior to making selections on the *Main Menu* will result in display errors.

Dashboard navigation tabs with the Open PO Details tab highlighted by a red circle.

The *Open PO Details* page will display.

Open PO Details page displaying a table of PO data with multiple columns.

**NOTE**: To view data without downloading: 1. The scroll bar at the bottom of the page may be utilized to view additional columns. 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.

**NOTE:** For more information on downloading Dashboard data as a .csv file, refer to the [How to Download Details from a Tableau Dashboard](https://scribehow.com/viewer/How_to_Download_Details_from_a_Tableau_Dashboard__CfyDy5EhRMKCNyWbEz1N6A) guide.

How to Navigate the Campus Open PO Dashboard

13 steps

**NOTE**: This guide features multiple sections. Utilize the **Table of Contents** within this guide to skip to the content that is applicable to your needs.

Navigate to the [**Campus Open PO & Auto-Rejected Invoices Dashboard**](https://tableau.ucla.edu/#/views/CampusPORejectedInvoicesDashboard/MainMenu?:iid=1).

Click the **Open PO Dashboard - Select Organization or Department** dropdown menu.

Select from the **list of available organizations / departments**, or type into the **search bar** to further narrow the results.

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

Click the **green forward arrow** button.

The *Open PO Dashboard* will display.

**NOTE**: The above screenshot displays all possible dashboard fields. These fields are dynamic and populate based on current data.

**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

To apply multiple criteria to a single filter, select the desired checkbox from the dropdown menu or utilize 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

**IMPORTANT**: Dynamic filters do not flow into the **Open PO 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).

Access Open PO Details

From the *Open PO Dashboard,* click the **Open PO Details** tab. **IMPORTANT**: Navigating to the **Open PO Details** tab prior to making selections on the *Main Menu* will result in display errors.

The *Open PO Details* page will display.