Accounting > A/P > Manage Invoice


Learn how to review and manage invoices to process for payment.


Manage Invoices


Managing Invoices for Payment is a multi-step process:


Enter Invoices for Payment- CLICK HERE for more information.


Approve Invoices for Payment - CLICK HERE for more information.


Before Invoices can be Posted or processed for payment, they must be Approved. The Approval process can be a single User or multiple Users, as defined by the needs of the Management Company and/or Association. Approvers (Board Members, Managers or Other) can be set up so they are notified when Invoices are entered into the system for payment. Once the necessary approvals have been received, the assigned A/P User will update the status of the invoice to Ready to Pay as the final step in the process.


NOTE- The “Ready to Pay” step can be automated when an Approver is set up. (if applicable) 


Post Invoices for Payment


The next step is to Post the Invoice. This step will generate the appropriate general ledger transactions (accrual accounting only) and ready the Invoice for Payment. 


NOTE- Posting can be bypassed by automating this step when an Approver is set up. (if applicable) 


Ready to Pay Invoices


Invoices can be set to Ready to Pay in multiple ways. 


  1. Select Ready to Pay from the Payment Status drop down menu when adding the Invoice.  



  1. Click the Pencil icon to open the Invoice and then select Ready to Pay from the Payment Status drop down menu (as shown above).


  1. Set directly from the Manage Invoice page, either individually or multiples.


Step 1. Check the boxes of each invoice you need to make “Ready to Pay” or the top box to select all invoices.



Step 2. Select Approve Invoice from the Page Actions drop down menu to change the status to Ready to Pay.



  1. Invoices can be set up to automatically receive Final Approval once all Approvers have approved the Invoice.  CLICK HERE for more information. 



Posting Invoices


Invoices can be Posted in multiple ways. 


  1. Click the Save and Post button when the Invoice is entered.



  1. Click the Pencil icon to open the record and then click the Save and Post button. (as shown above)


  1. Post multiple invoices on the Manage Invoice page.


Step 1. Check the boxes of each Invoice to Post, or check the top box to Post all invoices on the list. 



Step 2. Select Post Invoice from the Page Actions drop down menu. 



  1. Invoices can be set up to automatically Post once all Approvers have approved the Invoice. CLICK HERE for more information.



Edit an Invoice


Invoices can be edited if there are errors or changes. However, based on the stage in the payment process, some things may not be editable. Additionally, once a check has been produced for the invoice, the check would need to be voided and the Invoice re-entered with corrections. 


Step 1. Click the Pencil icon to open the record.


Step 2. Make changes to the Manage Invoice window, as needed. 



To make changes to the Expense Distribution section click the Clear Allocation hyperlink to reallocate the entire Invoice or, to change a single allocation, click the GL Account drop down menu and select the correct account. 



Step 3. Click Save or Save and Post. 


View Invoice Information


Step 1. Click the Pencil icon to open the record.


Step 2. Review information in the Manage Invoice window. 


Overview Tab


  • Voucher Section - Contains all the details for the Invoice. Additionally, the Details hyperlink contains additional information about the Vendor for quick reference. 


  • Expense Distribution Section - Details the General Ledger allocation for the Invoice. 


  • Additional Approvals Section - Lists all Approvers required for the Invoice, based on the Association set up. 


  • Payment Section - Details any Payments or Credit Memos posted toward this Invoice as well as any voided items.  


  • Invoice- Displays a copy of the invoice. 



Recurring Tab


If this is a recurring payment, this Tab will provide details for the frequency, date and number of payments. 


Files


This Tab contains any additional documents uploaded that relate to the Invoice. 



Approvals History


This Tab displays all approvals received for the Invoice.



Delete Invoice


To void or delete an invoice, click the X icon next to the invoice and then select OK when prompted. Prior to posting, the X icon will delete the invoice. After posting, the X icon will void the invoice and create the appropriate general ledger entries (accrual accounting only).  


NOTE- Once a check has been issued, the invoice cannot be deleted until the check has been voided.