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.  
   • Provider: Select the provider 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: Select the pay type. See Pay Type Notes at the end of this article.
3. Click Refresh GL.
   Data autopopulates for the GL and is determined by the last GL for this service provider 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.
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 service provider 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:

• Without a Service Contract: Pay type reverts to the last pay type used for that association and the service provider. If this is a new service provider, this field defaults to Check.

• With a Service Contract: If the contract is active for an association/service provider combination and they use that account number, pay type follows the contract payment method when clicking Refresh GL.