Viewing Invoices - Using the Service Providers Invoices Page

Summary:  This article provides an overview of the Service Provider Invoices page.

Objectives:

• View invoices by Association or by Service Provider
• Perform Invoice research
• Produce Custom Invoice reports

Need to find a copy of that utility bill or look up the GL code use for a landscaping invoice last month? The Service Providers Invoices page is the easiest and most efficient way of researching invoice information in Vantaca.

Instructions:

To begin, hover your cursor over the Services Provider menu item on the top navigation panel and select Invoices from the drop down menu. 

A page will appear with a table.  From here, click the Service Provider name at the top of the page to select a specific provider.  Use the Select All Providers button to see invoices for all providers.

To see invoices for only one specific Association, click the Association name to search, and select the desired name of the Association to search.  Or, you could select all Associations. 

 The Service Provider -> Invoices page will default to show all open invoice action items for the Provider and Association selected, but you can also view any previously paid or voided invoices by clicking the Include Closed checkbox.

This page functions like many of the grids that you are used to in the Vantaca system: the three vertical dots allow you to select from different columns of information to display. You can click into a field to search for specific information and can use the filter icons to filter your invoices for things like, all invoices with a date before June 1st, for example. Other commonly used filters are: Invoice Number, Account Number, Status, Invoice Date, Due Date, or Invoice Total. 

To get more information about an invoice, click the drill down arrow and navigate the Invoice tabs.

 The GL Detail tab will display the GL information for the invoice you have selected.

 Click the Messages tab to see the activity history from the invoice process, including who approved the invoice and how the invoice got paid.  Click the paper clip icon to see the invoice image.

The Audit tab will allow users to see detailed GL information for the invoice, such as the accrual credits and debits for that particular invoice.

Quick Note: The audit tab of the Service Providers -> Invoices page is only available with the appropriate role securities, so please contact your system administrator for access. 

To Reclass an invoice from the Service Providers –> Invoices page, click on the dropdown arrow for your invoice, and click the Reclass button.

This will display the Reclass screen that you can use to identify your new gl account, the new fund and the new amount, whichever is applies to your situation. Enter your Reclass date and click Update to save your changes.

The View History feature allows you to see the current GL balances for the invoice you have selected, and also provides a history of any reclasses that have been performed on that invoice!

If you need to reclass that invoice again, the reclass feature is available right from this screen, so you can click reclass and enter your updated information without having to navigate to a different page.

If you need to produce a report of specific or unique invoice information, the Service Providers -> Invoices page can be used to filter down to the list of invoices you want to report on, and then clicking on the Export to Excel button will generate an excel report of the information you have filtered. Fully customized invoice reports on the fly! Only available in Vantaca.

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