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This guide has been reviewed against our global client base and classed as relevant to the following regions: UK, APAC, UAE

This guide outlines how to access outstanding supplier invoices, how to authorise them individually and in bulk.

This option is accessed outside of the daily processes section, because due to it can be being used and accessed at any time for analysis.


1. Access option from main menu 

From the main menu:

  • Click Estate

  • Click Supplier Invoices
Options to access invoices Pending Authorisation or

  • Click Authorised and Awaiting Posting
are offered
  •  


Info

For information on completing works orders, raising supplier invoices and authorising/posting to accounts, click here



• Where to access outstanding supplier invoices
• How to authorise individually
• How to authorise in bulk

In order to access these invoices, similar to the account reconciliation feature, the section is located outside of the daily processes.
Using the option for authorised and awaiting posting, you will be presented a list of works orders

2. Pending invoices list & authorising each invoice individually

You will be presented with a list of invoices that have moved through the first stage of authorisation

, these require a double check in order to be actioned. It is important to do it at this stage, before we look to process any payments out of the system.
When presented with the list there are 2 options for actioning them. Firstly, you can double click each item, where you are taken through to the works order screen, allowing full sight of the details, then the ability to post using the tick box at the base of the screen (SPOTLIGHT).
The second option, is to do this

(as outlined here)

Before processing payments out, double-check the contents of each invoice

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  • Double-click each invoice to open and check
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  • When ready, tick Post to accounts

  • Click Yes
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  • Click Exit
    The posted invoice will be shown with a green tick beside it - repeat until all invoices have been posted

3. Authorising in bulk

Invoices can be authorised in bulk from the main screen

if you have no need to actually enter the works order itself to check details.
Both processes give the same result with these invoices posted and the values

  • Tick each invoice that you want to post

  • Click Post Selected Invoices

  • Click Yes

    A confirmation message will be displayed

    Posted invoices will be shown with green ticks beside them


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Info

Both processes outlined above give the same result - selected invoices will be posted and the values will be subtracted from the relevant budget for the estate

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