How to View "Other Holds" Invoices in BruinBuy Plus

This guide provides step-by-step instructions for viewing a list of irregular invoices in the "Other Holds" category.

34 steps

**REMINDER**: There are three irregular invoice categories: *Matching Exceptions*, *Hold for Receiving*, and *Other Holds*. This guide solely focuses on viewing invoices in the third category. Review the [**Irregular Invoice Reporting web page**](//purchasing.ucla.edu/accounts-payable/irregular-invoices/reporting) to learn how to run a custom search for the other categories.

From the *Home Shopping Dashboard*, navigate to the *Account Payable* menu and select **Search for Invoices**.

Home Shopping Dashboard with Account Payable menu open. Cursor selects the Search for Invoices hyperlink.

Configure Your Search

Click the **Created Date: Last 90 days** filter.

Search Invoices page with Cursor selecting the Created Date: Last 90 days filter dropdown menu.

Select the **All** radio button.

Search Invoices page with the Created Date: Last 90 days filter dropdown menu open. Cursor selects the All radio button.

Click the **Apply** button.

Search Invoices page with the Created Date: Last 90 days filter dropdown menu open. Cursor selects the Apply button.

Click the **Configure Columns (gear)** icon.

Search Invoices page, with cursor selecting the Configure Columns (gear) icon.

In the *Configure Column Display* dialogue box, enter **Holds Reason** in the *Type to Filter Available Columns...* field.

Configure Column Display dialogue box, with cursor calling attention to the Type to Filter Available Columns... field.

Select the **Hold Reason\*** checkbox.

Configure Column Display dialogue box, with cursor calling selecting the Hold Reason* check box.

Navigate back to the *Type to Filter Available Columns...* field. Enter **Department**.

Select the **Department\*** checkbox.

Configure Column Display dialogue box, with cursor calling selecting the Department* check box.

**Hold Reason** and **Department** have been added to the list of columns. To arrange the columns in your desired order, drag the field names or use the UP / DOWN arrows. Click the **Apply** button.

Configure Column Display dialogue box, with cursor selecting the Apply button.

On the *Search Invoices* page, **Hold Reason** and **Department** have been added to the search columns.

Search Invoices page, highlighting the Hold Reason and Department columns.

To filter for invoices with a hold reason, select the **\*Hold Reason** checkbox from the *Add Filter* dropdown menu.

Search Invoices page with the Filters dropdown menu open. Cursor selects the Hold Reason checkbox.

Select the *Any Value* **plus sign** icon.

Search Invoices page with the Hold Reason filter dropdown menu open. Cursor selects the Any Value plus sign icon.

Click the **Apply** button.

Search Invoices page with the Hold Reason filter dropdown menu open. Cursor selects the Apply button.

From the *Search Invoices* page, enter **Department** in the the *Filters* dropdown menu. Select the **\*Department** option.

Search Invoices page with Filters dropdown menu open. Cursor selects the Department* checkbox.

Enter your **department number** or select the **plus sign** icon to add multiple departments, as applicable.

Search Invoices page with the Department filter dropdown menu open. Cursor highlights the Search field.

Click the **Apply** button.

Search Invoices page with the Department filter dropdown menu open. Cursor selects the Apply button.

From the *Search Invoices* page, select the **Invoice Status** option from the *Filters* dropdown menu.

Search Invoices page with the Filters dropdown menu open. Cursor selects the Invoice Status check box.

Select the **Pending** checkbox.

Search Invoices page with Invoice Status filter dropdown menu open. Cursor selects the Pending checkbox.

Click the **Apply** button.

Search Invoices page with Invoice Status filter dropdown menu open. Cursor selects the Apply button.

The *Search Invoices* page now lists **Invoice Status**, **Hold Reason**, and **Department**.

Search Invoices page, highlighting the Invoice Status, Hold Reason, and Department columns.

You have now successfully created a custom search that shows your unit's **pending** invoices with an **"Other Holds" hold reason**!

Save Search for Future Use

Once the applicable search filters have been applied to the *Search Results*, click the **Save As** button to save your search for future reference.

Search Results page, with cursor selecting the Save As button.

In the *Save Search* dialogue box, enter a name for the search in the **Nickname** field.

Save Search dialogue box, with cursor selecting the Nickname field.

To enter an optional description for this search, click the **Add Description** accordion.

**NOTE**: It is recommended to add a personalized folder to quickly access your saved searches. To add a new folder for your searches, click **Add New**.

Save Search dialogue box, calling attention to the Add New (folder) dropdown menu.

Select the desired folder save location. Click the **Save** button.

Save Search dialogue box, with cursor selecting the Save button.

Locate a Saved Search

From the *Search Invoices* page, select the **My Searches** tab.

Search Invoices page, with cursor selecting the My Searches tab.

From the *My Searches* tab, locate and select the desired saved search under the **Favorite Searches** section.

Search Invoices page, My Searches tab, with cursor selecting the hyperlink for a saved search.

Export the Saved Search

From the *Search Invoices* page, select the **My Searches** tab.

From the *My Searches* tab, locate the desired saved search under the **Favorite Searches** section. Select the **ellipsis (...)** icon next to the desired search.

Search Invoices page, My Searches tab, with cursor selecting the ellipsis (...) icon next to a desired search hyperlink.

Select the **Export** action from the *Ellipsis (...)* dropdown menu.

Open Ellipsis (...) dropdown menu, with cursor selecting the Export option.

**IMPORTANT:** The dropdown option will not include **Export** if the search is currently open.

In the *Export Invoices* dialogue box, update the file title as desired, and ensure **Screen Layout** is selected in the *Type* dropdown menu. Click the **Submit** button.

Export Invoices dialogue box, with cursor selecting the Submit button.

A success message will appear on the *Search Invoices* page. Select the message’s **Manage Search Exports** link to navigate to the generated file. **NOTE**: The file can also be accessed through the top navigation **Notifications / Action Items** flag.

Search Invoices page displaying green export success message. Cursor selects the *Search Invoices* page. Select the message’s Manage Search Exports link.

To download the file, select the desired hyperlinked title. **NOTE**: Items with a **Generating Export File** status will not be hyperlinked until they have a **Completed** status.

Manage Exports page, with cursor selecting a hyperlinked title.