Invoice - Complete Data Entry

This article describes how to access the Invoice Complete Data Entry step, provide the appropriate information, and then move it to the next step.

To complete data entry for an invoice:

1. Navigate to My Action Items on the dashboard and beside an invoice in the Complete Data Entry step (1), click the Hamburger (2) menu, and then Select.
   
   
   
   This action pops up a screen with the invoice image attached (if there is one) which you can use to see the required information about the invoice. You can move it to another screen if you wish. 
   
   The data entry page opens in Vantaca. 
   
   
   
    
2. Provide the following information:
   • Assoc: Select the association from the list. You can begin typing the name or code to find it quickly, but make sure to select it.  
   • Vendor: Select the vendor from the list. You can begin typing the name or code to find it quickly, but make sure to select it.  
   • Inv No: Enter the invoice number if available.
     Note: If the invoice is missing an invoice number, it is best practice to enter something such as the date you entered the invoice (MMDDYY) to create a unique identifier. This can prevent confusion if another invoice has the same account number and help determine if the invoice is a possible duplicate when checking the Recent Invoices tab. 
   • Acct No: Enter the account number if available. If a service contract exists with the account number, you can select it from the dropdown.
     Note: If you use CIT's AP service (C-Vendor/VIP Pay), the Acct No field prints on their check description field. Our Acct Number field is 50 characters but their description has a maximum of 37 characters.
   • Inv Date: Enter the invoice date in MMDDYY format or select it from the calendar.
   • Due Date: Enter the invoice due date in MMDDYY format or select it from the calendar.
   • Inv Total: Enter the invoice total.
   • Pay Type: The system automatically selects the pay type. See Pay Type Notes at the end of this article.
   • Exclude 1099?: Select if you want to exclude 1099 information.
   • Approve Full Amount: Select to approve the full amount.
   • Approve Partial Amount: Select to approve a partial amount and then enter or select the amount to approve. 
   • Decline with Reason: Select to decline and then enter the reason in the text box.
   • No Approval: Select if no approval is needed.
3. Click Refresh GL.
   Data autopopulates for the GL and is determined by the last GL for this vendor in this association and appears with the current total for this invoice.
   
   
   
   
4. If your AP team is coding GLs, you can edit them on this data entry page. Managers can also change GLs. To edit the GL, click on the GL text, clear the current GL, and select the new GL from the dropdown list (you can begin typing the name to find it quickly, but make sure to select it).
   To add additional GLs, click New Item, select the GL, and adjust the Amounts for all GLs.
   The Fund defaults to Operating; however, if you have a different reserve fund set up for the association you can select it instead.
   The Description will show on financials, so it’s a best practice to choose something that is applicable month-to-month, such as the service address or account number. 
   Note: If you use Credit Memos, you can enter a negative GL amount on a line item to identify that as a credit amount. When using negative GL entries, ensure the Invoice Total reflects the gross amount before credits are applied. The sum of positive GL entries must equal the Invoice Total.
5. Click the Messages tab to view the action steps as well as attachments if they exist on a step. If you close the invoice attachment and want to view it again, you can click the Attachment icon (paperclip) here and/or in the Action Center.
   
   
   
    
6. Click the Recent Invoices tab to view recent invoices for the vendor within the association listed.
   
   
   
   Note: This is a quick and easy way to identify if an invoice is a duplicate.
7. When you have finished the data entry for this invoice, click Update to send this invoice to the next step.

Pay Type Notes:

The system automatically determines the pay type using this hierarchy:

1. Contract Pay Type (when service contract exists with matching account number)
2. Vendor > Payment Method > Association Override (if configured for this association)
3. Vendor > Payment Method > Default Pay Type (if established)
4. Check (as default fallback)

Users can manually override the selected pay type if needed, but all invoices must have a valid pay type
before processing.

Note: When you select the vendor before selecting the association during invoice data entry, the payment type updates automatically to match the service contract settings after you select the association. This ensures the correct payment method is applied based on your contract configuration.

Recording Already-Paid Invoices

If you need to record an invoice that has already been paid, you can skip the standard invoice entry process. Instead, navigate to Accounting > Reconciliation to record a post expense (also known as recording a book-side transaction). For detailed instructions on this process, refer to our Post Expense guide.