Invoices |
Invoice Fields Check Stub Details See Also Invoice Discount
The invoice function lets you enter invoices from vendors as you receive them. An invoice can have one or more line items chargeable to one or more owners. Once invoices have been entered in the system they can be paid through the <<AP< Scheduled Payables, Invoice Checks>> function as they are due.
A previously entered work order can be turned into an invoice by selecting the work order from the Find List in the work order field.
Invoice Tab Enter the invoice number or any identifying alphanumeric designation. This is a mandatory entry field. When posting, a warning message will appear if the same invoice # has been previously used for the same payee within the last 90 days. You can change the number or bypass the warning and post as a duplicate number. See Duplicate Invoices.
Double clicking in this field will fill in today’s date.
Select a payee from the profile Find List using the Record ID short or long description. Click on the folder button to add a new vendor profile or to view the profile you have already selected. Leave this field blank if it is a one-time payee. Normally the Payee for an invoice is a vendor, but you could pay an invoice to an Owner, Property, Tenant or the Management Group. Select the appropriate profile group from the Restriction box if that is the case.
Hold Payment Marking this checkbox Separate Check Marking this checkbox Copy Information Marking this checkbox will not clear the Payee, Invoice Date and Due Date fields when the <New> button is used to enter a new invoice.
This date field defaults to the system date or the temporarily set processing date, but can be changed. If changed, it will retain that date until exiting the Invoice function. This date field is for the date payment is due. When invoices are paid, they can be paid through a selected Due Date. Those with Due Dates after the selected date are not listed as candidates for payment.
Leave this field blank if the Due Date should be considered to be the same as the Invoice Date.
The discount amount is deducted from the payment if paid prior to the Last Day field. When writing checks the invoices with missed discounts can be viewed separately. The check will be written for the discounted amount and the owner ledger will be debited the full invoice amount.
If you choose the unit as the Bill To: In the Management Fee profile you have the option of giving the discount to the owner or the management group. If you choose to give the discount to the owner, the full check amount will be posted to his ledger and then the discount amount will be credited back to him. If you choose to give the Management Group the discount, the management group ledger will be credited with the discount amount.
If you choose the owner or property as the Bill To: Only the discounted check amount will show in the ledger. Discount % The percentage entered here is used to calculate the discount amount in Total Discount. Discounts are prorated among all the line items. Discount $ The dollar amount entered here is subtracted from the total amount of the invoice shown in Undiscounted Total. Discounts are prorated among all the line items. Last Day This date field is for the date after which the Discount is not applicable. Leaving the field blank will take the discount whenever the invoice is paid.
If the payee is not and will not be a regular vendor, or you don’t want to keep a history of payments to the vendor, enter the name here. Enter the rest of the payee address information on the Payee Address tab.
When the Payee field is populated, the One Time Payee field becomes protected.
The information will print on the stub of the check. If there is no check memo defined in the vendor profile and the check is for a single invoice, this memo will also print on the check itself. Each line item on the invoice can have its own memo. If the line item memo is used, it will override the main memo on reporting and on the check stub. This feature can be disabled under <<Setup, Database Settings>>.
Double clicking in this field will copy in the Invoice #.
There are multiple priority levels. The highest priority invoices are paid first. If a higher priority invoice is skipped because it draws the ledger balance below the owner’s Base Reserve, all lower priority invoices are marked skipped, even if there is enough money to pay them. If Enforce Base in the Ledger Profile is not checked, the Skip may be overridden.
Information from work orders can be pulled into fields on the invoice form. Pressing the down arrow key or clicking the flashlight button will display a Find List of completed work orders. Selecting one will fill in the invoice fields. When the invoice is posted, the status of the work order is changed to Invoiced.
Marking the Show All checkbox will display all invoices with the completed ones highlighted. Selecting a work order will fill the invoice in with whatever fields are available. Upon posting the invoice, the work order status is changed to Invoiced. If there is significant information that hasn’t been entered in the work order, edit it and enter that data after selecting and before posting.
Once you have selected a work order, double clicking on the work order label will fill the Work Order number into the Invoice number field.
Undiscounted Total This protected field is calculated from the line items listed on the invoice. Total Discount This protected field is calculated based on the Discount %, Discount $ and the total invoice amount (Undiscounted Total). Discounted Total This protected field is calculated by subtracting the Total Discount from the total invoice amount. It is the amount for which the check will be written if the discount can be taken. The discount is not taken if the discount date is passed or if the entire invoice amount is not paid.
An invoice can have multiple line items charged to different entities. To add another line item, either tab through to or click into the open area below the previous line item.
Every line item posts as a separate payable, which can be individually skipped or partially paid off when compiled in Scheduled Payables, Invoice Checks.
Bill To The Bill To indicates who is going to pay. The payer is selected from a Find List of the profiles. The line item may be billed to a Unit, Management Group, Owner, Property or Tenant. Making the Bill To the tenant will take the money from the owner’s ledger and post a charge to the tenant (see Split Charge below). Tenant Open Credits will not be used to automatically pay off a charge posted in this way. Note: From a financial viewpoint it doesn’t matter whether the Bill To is the ledger or the unit. However, making the Bill To the unit, when appropriate, lets you produce more realistic cash flow reports and more unit-specific owner statements Bill Code This field is for the Bill Code that describes what the line item payment covers. Choose the appropriate account from the Find List. Split Charge with Owner If the Bill To is a tenant, then marking the checkbox will invoke the breakdown parameters defined under Invoicing in the Tenant Profile. If no parameters are defined there, the split will be 50/50. If this checkbox is not marked, the tenant will be charge the entire amount. The effect of using this feature is to allow you to charge the tenant for part of a charge to the owner. The owner still pays the entire amount to the Vendor but is reimbursed by the tenant for the appropriate percentage up the the Split Maximum defined in the Tenant Profile. Tenant Open Credits will not be used to automatically pay off a charge posted in this way. The tenant charge is posted when the invoice is paid, not when it is posted. If you want to charge the tenant before the invoice is paid, make the Bill To the unit and click the charge tenant speedbutton to enter the charge amount. Amount Enter the dollar amount for this line item from the invoice.
Memo Each line item can have a memo pertaining to it that will print on the invoice check.
Address Use this address group box to enter the address of a one-time payee. The name is copied from the One-time Payee field. If an existing vendor, owner, or tenant profile was selected as payee, the profile name and address information will fill in this box automatically. A freeform field for comments. Create Statement Note Clicking this button will bring up a Note screen marked Append to Statement. It will include the unit address and vendor, along with the contents of the comment field.
When posting an invoice the application checks to see if the invoice # was used previously for the same payee in the past 90 days. If an exact match is found a warning screen explaining the situation will display.
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How Invoices appear on the Check Stub Check Stub Details The check stub details depend on the number of line items on the check. Every line item posts as a separate payable, which can be individually skipped or partially paid off when compiled in Scheduled Checks, Invoice Checks.
Up to 10 entries (lines) will be listed separately on the check stub. If the invoices contain fewer than ten line items they will all be listed. If there are more than 10, the first line will have the invoice number and description of the first line item and say "and X more items"
Multiple invoices can be included on a single check. You can limit the number of invoices that will be included on a check in the Vendor Profile using the Check Limit field. Up to 10 invoices will be listed separately on the check stub. If there are more than that, the following rules apply.
* 1st line on stub - 1st line item from 1st invoice plus 3 other items * 2nd line on stub - 1st line item from 2nd invoice plus 6 other items
* they are sequenced by number of line items per invoice * it will put up to 10 invoices on each check. If the # of line items on the check exceeds 10 then each multi line invoice will list the first line item and then say "plus x more" * for example: 7 one line invoices and 6 two-line invoices
* It will list the first 9 invoices and then say "plus X more totaling $XXX"
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will hold payment on the invoice until you remove the hold. Invoices on hold will be included in the unpaid paybles withheld from owner distributions and will be listed as skipped when compiling invoices in <<AP, Scheduled Payables, Invoice Checks>>.
if you want to change the Invoice # or 
to ignore the warning and post with the duplicate invoice number.