How to View and Sort Irregular Invoices by Hold Date

This guide provides step-by-step instructions for downloading invoice details as a CSV file from the Campus Irregular Invoice Dashboard, and sorting the report by Hold Date.

14 steps

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

**NOTE:** If you receive an access error, submit a [dashboard access request](http://purchasing.ucla.edu/accounts-payable/irregular-invoices/dashboard-request-form).

Access the Dashboard's Invoice Details Data

**IMPORTANT**: Navigating to the **Campus Irregular Invoice Details** tab prior to making selections on the *Main Menu* will result in display errors. Reference the [How to Navigate the Campus Irregular Invoice Dashboard](https://scribehow.com/shared/How_to_Navigate_the_Campus_Irregular_Invoice_Dashboard__dSIQ5q3cTRaz6XObE7vfpA?referrer=workspace) guide for instructions on using the *Main Menu* and viewing the *Campus Irregular Invoice Dashboard* page.

From the *Campus Irregular Invoice Dashboard* page, click the **Campus Irregular Invoice Details** tab at the top of the dashboard.

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

**NOTE**: The dashboard's Hold Date column populates for invoices placed on hold on or after *December 13, 2024*. Invoices with a Hold Date *prior to December 13* will display as **Null**. Irregular invoices should be actioned in accordance with the **Irregular Invoice Resolution Calendar**.

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

Download the CSV File

To download invoice details, click the **Download** button.

Invoice Details tab, with cursor selecting the download button.

**NOTE**: The filters on the Invoice Details screen determine which data is exported. To export all department or organization data, ensure the *Vendor, Hold Reasons, Current Workflow Step,* and *Invoice Owner* fields are empty.

Select **Crosstab** from the *Download* dropdown menu.

Invoice Details tab, with the download menu open. Cursor Selects the Crosstab option.

Select the **CSV** radio button from the *Download Crosstab* dialogue box.

Crosstab dialog box, with cursor selecting the CSV radio button.

Select the **Download** button from the *Download Crosstab* dialogue box.

Crosstab dialog box, with cursor selecting the download button.

Filter Hold Date Column for Invoices Requiring Action

**REMINDER**: The Campus Irregular Invoice Dashboard reflects data as of the previous business day. Irregular invoices will be removed once they have been successfully processed by Accounts Payable.

Open the CSV file in *Microsoft Excel*.

Downloaded CSV file open in Microsoft Excel. Image depicts sheet data.

Select **Row 1**.

Open CSV sheet, with cursor selecting Row 1.

Navigate to the **Data** menu tab.

From the *Data* menu, click the **Filter** button.

CSV sheet, with cursor selecting the Filter button from the Data menu.

Locate and select **Column I (Hold Date)**.

CSV sheet, with cursor selecting Column I (Hold Date).

Select the **Hold Date** dropdown.

CSV sheet, with cursor selecting the Hold Date dropdown filter.

Select **Sort A to Z**.

CSV sheet, displaying open Hold Date filter. Cursor selects the Sort A to Z option.

The sheet now displays irregular invoices with a **Hold Date** sorted oldest to newest. Scroll down to view Hold Dates, as necessary.

**IMPORTANT**: The CSV file's Hold Date column populates for invoices placed on hold on or after *December 13, 2024*. Invoices with a Hold Date *prior to December 13* will display as **a blank field**.