Invoice - Complete Data Entry

Summary:  Complete the appropriate data entry fields, remembering to hard select items from dropdown menus (if applicable), press Refresh GL, and Update when the invoice is ready to process to the next step.

Invoices in Complete Data Entry can be selected from My Action Items in the Vantaca Dashboard.

The Complete Data Entry step will create a popup with an attachment, which will contain the invoice image (as long an an image was attached).  This attachment can be moved to a second monitor, or a split screen may be utilized.  In this example, the invoice image is on a second monitor.  Enter the Association and Provider by selecting from the dropdown list – simply begin typing the name of the Association or Association Code, as well as the name of the Service Provider.  Ensure that the items are hard selected from the dropdown list.  Association and Provider are both required.

Note: By "hard selected" we are referring to actually selecting an item from the list, Not just typing the name pressing tab to move to the next field. 

If the invoice has an invoice number, enter that information here.  If the invoice has an account number, that information can be entered in the Acct No field.  If a service contract exists with the account number, this can be selected from the Acct No dropdown.  These fields are optional; however, it is best practice to fill in as much data as possible.

Note: If using CIT's AP service (C-Vendor/VIP Pay), the Acct No field will print on their check description field. Our Acct Number field is 50 characters but their description has a maximum of 37 characters.

When completing the data entry, some invoices may lack certain bits of information such as the invoice number or account number. For example, most utility bills will have the account number but no invoice number. It is best practice to always have something to put in the invoice number field such as the date you entered the invoice (MMDDYY). By doing this, it creates a unique identifier for that invoice, preventing any confusion with another invoice that has the same account number listed. Having a unique identifier will also help determine if that invoice is a possible duplicate when checking the "Recent Invoices" Tab. 

Invoice Date and Due Date can be adjusted to your invoice by typing the date in MMDDYY format or selecting the date from the calendar menu.

Enter the Invoice Total and the Pay Type.  If no pay type is listed and the service provider does not have a preferred payment method set in Vantaca, Pay Type will default to check.

After data entry is complete, click the Refresh GL button.  Data will then auto populate for the GL.

The GL that auto populates is determined by the last GL for this service provider in the specific association and will appear with the current total for this invoice.

If your AP team is coding GLs, they can be edited on the data entry page.  Managers can also change GLs.  To edit the GL, simply click on the GL text, clear the current GL, and begin typing the name or code of your new GL.  Select the new GL from the dropdown list.  To add additional GLs, select the New Item button, select the GL, and adjust the Amounts for all GLs.  The Fund will default to operating, however if funds are set up for the association, a different fund, such as reserve, could be selected from this list.  The Description field will show up 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 using Credit Memos, a negative GL amount can be entered on a line item to identify that as a Credit amount.

The Complete Data Entry page has a Messages tab.  This page will show the Action Steps as well as if/when an attachment exists on a step.  If you close the invoice attachment, simply click the green paperclip icon – additionally the attachment can be opened by clicking the paperclip icon in the Action Center.

The Recent Invoices tab will show recent invoices for the service provider within the association listed.  This is a quick and easy way to identify if an invoice is a duplicate.

When you have finished the data entry for this invoice, click the Update button to send this invoice to the next step.