The Vendors > Invoices page is the primary tool in Vantaca for researching invoice information across associations and vendors. Use this page to look up invoice details, view GL coding, track payment history, reclassify charges, and export custom invoice reports.
Contents
The Invoices Page
Navigate to Vendors > Invoices to view the Invoices page which displays open invoice action items for the selected vendor and association. Select the vendor and association you want to work with before reviewing or researching invoices:
- Click the Vendor name at the top of the page to open the search where you can select a different vendor or click Select All Vendors to view invoices across all vendors.
- Click the Association name to open the search where you can select the desired association or click Select All Associations to view invoices for all associations.
- Include Closed: Select to include paid or voided invoices in the results.
You can customize the columns displayed, search within any field, or use the filter icons to narrow results by specific criteria. Commonly used filters include Invoice Number, Account Number, Status, Invoice Date, Due Date, and Invoice Total.
Invoice Detail Tabs
To view detailed information for a specific invoice, click the caret next to the invoice to expand it and access the invoice tabs.
Expanding an invoice displays the following tabs:
- GL Detail: Displays the GL account information associated with the invoice.
- Messages: Displays the step activity history for the invoice, including approval records and payment method. Click the Paperclip icon on the message to view the attached invoice image.
- Audit: Displays detailed GL information, including accrual credits and debits for the invoice.
Notes:
- Access to the Audit tab requires the appropriate role security permissions. Contact your system administrator if you do not have access.
- Some invoices do not have an image attached to the action item. If you do not see a Paperclip icon, the invoice may be available through a link in the vendor's message. Click the Formatted Note link on the message and use the link in the note to view the invoice. To keep a copy with the invoice, download the image and add it to the action item using New Note.
Reclassing an Invoice
To reclass an invoice:
- Click the caret next to the invoice, and then Reclass.
- On the Reclass screen, enter the updated information that applies:
- GL Account (Optional)
- Fund (Optional)
- Amount (Optional)
- Enter the Reclass Date at the top of the screen.
- Click Update to save your changes.
- To view current GL balances and a history of previous reclasses for an invoice, click View History. You can also initiate a new reclass directly from the View History screen without navigating away from the page.
Exporting Invoice Data
To generate a custom report of invoice data:
- Apply filters to display the invoices you want to include in the report.
- Click Export to Excel.
The exported file contains the filtered invoice information.
Note: Service Providers has been renamed to Vendors.
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