The search bar in PartsRec finds transactions, invoices, and journal postings. It does so by searching part, invoice, reference, and PO numbers. A blue dot in any of the tabs in the pop-up window indicates data is present. Clicking “expand” in the bottom right corner will show more of the list of results at one time.
Part Number: Searching for a part number will list transaction history pulled directly from the DMS. This will also show the invoice, if any, the transaction is matched to. Please note, the DMS will not show what invoice the transaction is matched to. These transactions should mirror transaction history from the DMS.
Invoice Number: Searching for an invoice number will provide a direct link to the invoice. This includes factory invoices, purchase orders, and RO/customer tickets. The search will show the invoice date, a link to the invoice, the vendor, and the status of the invoice. Clicking on the blue invoice number link will lead directly to the invoice.
Reference Number: Searching for a reference number will show matching parts transactions and journal postings. A blue hyperlink will appear for each invoice the reference number is applied to. If there is a journal posting with the same reference number, a blue dot will also appear in the Journal tab.
PO Number: Searching for PO number will find the corresponding invoice. The search will give a blue hyperlink to the invoice attached to the PO. If no invoice number is listed, this means the PO has not been assigned an invoice number. Once an invoice number is assigned, we should see it shortly or the next day depending on the DMS.
Journal: The journal tab shows any postings made by accounting with the corresponding reference number. By scrolling all the way to the right of the pop-up, the invoice the journal posting is matched to will be hyperlinked. If no invoice exists, the journal posting will be found in the unmatched GL section. Notice in the screenshot below there is also a blue dot in the “Invoice” tab indicating there is an invoice corresponding with this reference number.
