Filtering the Line Item List

Some business processes can include many line items, and filtering the list of line items can make the form easier to use. To narrow the list of line items you see, you must use the Search function. The Search function will search for and display specific line items according to the criteria you specify.

To filter the line item list:

  1. Open the BP form, and select Search ( ) in the line item tab.

    The window shows fields from the line item list, which you can use to narrow the list of line items you see.

    Each field shows an operator, such as "contains" or "equals," which you can use to specify more precisely which line items you want to see on the list.

    You can narrow the list of line items to show only certain class levels or cost categories.

  2. To specify search criteria, first choose the operator you want to use on the field, such as "equals," "does not contain," or "is empty".
  3. Enter the value the field should contain, or click Select and select the value from the list that appears.
  4. Select Apply.

    The system displays all the line items that met the search criteria you entered.

    If you choose to, you can cancel the filtering action by selecting [Cancel Search], or by selecting Clear and then Apply in the Search window. The system will restore the list of line items to its unfiltered state.

    At the bottom of the screen, you can toggle between Total Amount and Filtered Total Amount.

    • Total Amount: (Default) Displays the total amount of all the line items in the entire business process record.
    • Filtered Total Amount: Displays the total amount of only those line items that meet the search criteria. The total of the filtered records does not consider the page total of items being displayed in the grid, based on the number of records displayed in the page.

    When the search is active, select Filtered Total Amount from the drop-down list.

    When the search is canceled, the Total Amount displays by default.

Example

Consider three line items with the following filtered total amounts for each Spend Category:

Line #

Spend Category

Amount

001

Labor

$100

002

Materials

$200

003

Labor

$300

Case 1: If you search for line items with a Spend Category set as Labor:

  1. Specify the search parameter as "Spend Category = Labor”
  2. After applying the search filter:
    • If you select the Total Filtered Amount option, the Total Filtered Amount = $400.
    • If you select the Total Amount option, the Total Amount = $600.

Case 2: If you search for line items with a Spend Category set as Agreements:

  1. Specify the search parameter as "Spend Category = Agreements"
  2. After applying the search filter:
    • If you select the Total Filtered Amount option, the Total Filtered Amount = $600.
    • If you select the Total Amount option, the Total Amount = $600.00.

    In the second case, because none of the line items matched the search criteria for Agreements, the Total Amount and the Filtered Filtered Amount values are identical.

If you cancel the search, then the Total Amount (option selected) = $600.00 and the Filtered Total Amount = $600.00

Note: There is no page total. The user has the option to select between the above two mentioned totals.


Last Published Friday, October 17, 2025