FAQ - Invoices in the Complete Data Entry step

Summary: Below is a copy of a common support request received as it relates to the Complete Data Entry step of the Invoice action item process.

Objective:  The purpose of this article is to understand how and why invoices land in the Complete Data Entry step of the Invoice action item.

 "I see a lot of invoices that have the complete data entry on them, and are not assigned to anyone. What causes this versus an invoice going straight through to the property manager's queue? Is it because the property name is not exact as it is in Vantaca? Is it an issue with the OCR reading? We are just trying to figure out what would help get invoices to go through faster to the managers' queues to approve.

Answer:

The OCR process looks for three pieces of information: the Association name, Service Provider Name and Contract Number. If Vantaca recognizes any of these three pieces of information, it will populate that info on the invoice in the Complete Data Entry step.

But, even if the OCR process does pick up that information, the invoice will be incomplete and will still need to stop at Complete Data Entry in order for AP to be able to code the remaining data, with such items as the balance due, invoice date, invoice number, etc.

Therefore, new invoices will come into Vantaca as Unassigned until someone selects them.