Documents view

Administrators use this view to browse documents and batches, and examine documents in the Online Office document viewer.

To access this view, navigate to Explore > Documents in the administration tree view.

This view contains multiple tabs that depend on your settings and whether you view a partner or customer account. The available tabs are:

Documents
Batches
AP documents
AR documents
AP batches
AR batches

You can filter the list by file name, status, and other items of interest.

To filter dates in the Received column, Held date column, or any custom date field that has been made searchable, use the same format that appears in the column. For example, if the date appears as YYYY-MM-DD, apply the same format and separators (dashes in this case) when filtering. The format depends on the language settings of your browser. Filtering by time is not supported.

Enter a complete date or omit the year, month, or day by leaving the corresponding part blank while keeping the separators in the same positions as the full date format. Month and day must be entered as two digits (for example, 06, not 6). For a column showing dates as MM/DD/YYYY:

To filter by	Type
Year only	//2026
Month only	06/
Day only	/15
Month and year	06//2026
Day and year	/15/2026
Month and day	06/15

The same rule applies to any date format your column uses. For example, in a YYYY-MM-DD column, year only is 2026--, and month and year is 2026-06-.

Any part you omit is treated as "match any," while the parts you provide must all match. Partial dates, like full dates, are evaluated using your browser's time zone, so results always align with what is shown in the Received and Held date columns for your location.

When you filter other date columns, such as Invoice date, Order date, Due date, or Delivery date, you must use the format YYYYMMDD.

Selecting a Track ID in the list on the Documents tab displays the Document details view. Selecting a Track ID in the list on the Batches tab displays the Batch details view.

Refresh

Refreshes the list view.

Unlock

Unlocks the selected invoice.

Use caution when using this feature because normally an invoice is locked while someone is working with it.

Delete

Deletes the selected invoice or batch.

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Displays a dialog where you select which columns you want to see in the list and whether you want to see deleted documents. The columns that appear vary, depending on which document process you use: accounts payable or accounts receivable. Available fields include:

Accounts payable	Accounts receivable
Buyer Currency Current approver Due date External ID File name Gross amount Held by Held date Hold reason ID Invoice date Invoice number Purchase order Received Reject reason Status Supplier name Supplier number Track ID Workflow	Base type Customer account Customer name Customer number Delivery date External ID File name Held by Held date Hold reason ID Order date Order number Received Reject reason Seller Status Total amount Track ID

You can also choose to display deleted documents by selecting Include deleted.

Document details view

To access this view, select the Documents tab and select a Track ID in the list.

Open in Office	Opens the current document in AP Essentials Office.
Unlock	Unlocks the current invoice. Use caution when using this feature because normally an invoice is locked while someone is working with it.
Delete	Deletes the current invoice.
Image	Displays the invoice image. Full screen - Displays the invoice image full screen. Print - Opens the invoice image in a new window and displays the print dialog.
History	Displays the document event history.

Batch details view

To access this view, select the Batches tab and select a Track ID in the list.

Unlock	Unlocks the current batch. Use caution when using this feature because normally a batch is locked while someone is working with it.
Delete	Deletes the current batch.
Documents in batch	Lists all of the documents in the current batch. Selecting the status of a document opens the document in the Document details view.
History	Displays the batch event history.