Entering Invoices in Vantaca

Invoices flow into Vantaca three ways: 

1. Invoice Email Address (Recommended)
2. Create Invoices Import
3. Manual Invoice Action Items
4. Vantaca Desktop Utility 

All Invoices should ideally be in PDF format, although Vantaca will accept other formats, such as Word files.

Our Tutorial video can be found at the end of this article!

Invoice Email Address

• Best Use: Vendors can email invoices directly to your company’s designated invoice email address.

The Vantaca email reader for invoices will take any attachments that are in Word format and convert them to pdf. The Invoice email reader will ignore any image file types that are included or attached to the associated email. We do not read image files due to the fact that many people have image files for company logo or other logos in their email signature and we do not want to create invoices for those images! For this reason, we recommend that vendors remit invoices in pdf format.

Each attachment on emails received at the designated invoice email address will prompt the creation of a new invoice action item for each individual attachment that is not an image file type. This method is an excellent choice for vendors to email their invoices directly to your management company.

The body of the email message will be converted into the description of the invoice action item that is created. If no invoice attachment is present on the email received, a new invoice action item will still be created without an attachment.

For information about setting up an Email address in Vantaca, visit Mailroom > Email Accounts.

Create Invoices Import

Create Invoices Import

When you need to add a large number of invoices into Vantaca, these can also be added in bulk through our Create Invoice Import feature, found at Settings > Import > Create Invoices. 

This feature allows you to quickly add a high volume of invoices at once, easily differentiating between separate invoices using the “AssocCode”, “ServiceProviderID” and “InvoiceNo” fields. 

All invoices added through the Create Invoice Import will be created in the “Complete Data Entry” step and can then be process through the invoice action item workflow.

Import Format 

It is important to refer to the Column Details in the template file. These Column details reveal which columns are required, and where you may possibly find that information in Vantaca. 

 

Manual Invoice Action Items

• Best use: One-off invoices that need prompt payment

Create a New Action Item by navigating to (1) Action Items > My Action Items, (2) Action Items > All Action Items, or (3) Association > Action Items.  Choose the appropriate Association, if not already shown, by clicking the Select button.  Choose the Invoice Action Type and set the Current Step to Complete Data Entry. 

Under the Attachments section, attach one invoice.  If you want to place this invoice in the Complete Data Entry queue for AP, click Update.  If you want to work with this invoice immediately for immediate processing, click Update and Select.

To see all uploaded invoices, go to the All Action Items page and filter your search by type to Invoice.

Vantaca Desktop Utility

• Best Use: Uploading large batches of invoices that have been received at your office

The Vantaca desktop utility can upload invoices that have been saved to a specific file location. This method is an excellent choice when scanning invoices that are mailed to your office. Please note that each PDF will create its own individual invoice action item, meaning that each invoice, regardless of the number of associated pages, should be formatted into one PDF file.  This can be easily accomplished by adjusting your scanner settings.  All one-page invoices can be placed into a physical batch with scanner settings adjusted to create one PDF for every one page.  The process can be repeated for two-page invoices with scanner settings of one PDF for every two pages, and so on. 

Once you have your Invoices scanned to a file, with a pdf per invoice, you can download the desktop utility for the first time. To download, go to the Mailroom > Desktop Utility page. Once the download completes and you are ready to upload your scanned invoices, open the Vantaca desktop utility and log in with your regular Vantaca credentials.  Click the Upload Tab.  Choose the Invoice Action Type.  The Folder will default to the last folder used with the desktop utility, so edit this file location with the three dots to the right of the folder path if necessary.  The Vantaca desktop utility will obtain all files from the folder location you specify, so please be sure that the folder only contains the invoices that you intend to upload to Vantaca. 

Note: There is a 250mb total file size upload limit on the Desktop Utility. If your folder is larger than that, you will want to break your upload into multiple jobs by moving some PDFs out of your folder prior to upload, and then moving them back in for the subsequent job.

Note: The Desktop Utility program is only compatible with Windows computers and will not run on Mac systems. 

Once you upload your invoices, a Processed folder will be created within the upload folder you have selected, which will contain a .zip file for each individual batch you have previously uploaded. Vantaca reads only the pdf files in the upload folder you have selected and puts the uploaded files in the processed folder, which mean that you can use the same folder for all of the invoice uploads from your scanner. The processed folder also makes it easy to go back in time and see which invoices were uploaded on what day! 

Guidelines for batch sizes using the Desktop Utility:

• 250 MB max total upload size from the Desktop App.
• Individual files must be less than 50 MB.
• The total files for one upload is limited to 1000 files.