What are some common invoice issues and how do I correct them?

Question: What are some common invoice issues and how do I correct them?

Answer:

An invoice action item should never be manually stepped. This action item was designed to go through the process by using the invoice screens in Vantaca (See #5 for the most efficient screens to use for this process).

1. Stepping the Invoice action item from ‘Ready for Payment’ to ‘Send Payment’

• Issues this causes:
  • This will cause for the invoice to not be recorded on the bank register and doesn’t create a check to be printed.
• Correct Process:
  • The correct process for stepping an invoice that is in the status of ‘Ready for Payment’ to 'Paid' is by navigating to Accounting > Pay Invoice screen, checking the box(es) of the invoice(s) that need to be Paid and selecting Pay Selected Invoices.

2. Stepping the Invoice action item from ‘Paid’ back to ‘Ready for Payment’

• Issues this causes:
  • The system will give an error message of "This invoice can not be paid because the payment is over the invoice total (get exact verbiage later)'. Look at the Messages tab if this error message pops up the next step is to see if this invoice has been paid already and if it has then the next step should be to step it to paid.
• Correct Process:
  • An Invoice should never be stepped back, especially after it has been paid. To send another payment to this vendor, a new invoice action item should be created.

3. Changing Invoice Total After Partial Payments

• Issues this causes:
  • After the invoice has been partially paid, the invoice total should not be changed. So if this has to be done, then to do so, void and redo the invoice (See Correct Process below). When partially paying an invoice, the best practice is to leave a message on the invoice indicating the first payment (Invoice payment 101) and second payment (Invoice payment 102) etc.
• Correct Process:
  • We do not suggest voiding a partial payment. However, if there is no other way and this has to be done. The process we suggest is to void the invoice on the bank register and the invoice itself. Then do a post expense for the partial payment total because the partial payment for this invoice has already been cut. Once those steps are complete, create a new invoice for the remaining amount of the invoice total.

4. Reclassing an Invoice Correctly

• Issues this can cause:
  • If the original line of GL information is deleted, the original expense will be lost.
    • There will be a $80 payment, $80 reclass, but nothing on the AP side. Which causes an out of balance in AP & for the GL’s. Never Delete.
  • Correct Process
    • Accounting tab > Banking Register or Vendors tab > Invoices to start reclassing an invoice.
      • On the Bank Register/Vndor screen Click the down arrow on the invoice and select the Reclass button
        • Only the right side, starting at ‘New GL Account’ and over can be modified. This modifiable side (Right side) is where the new GL account needs to be added. Never delete the original GL line!
        • The only reason the amount would change is if splitting the total between additional GL's. To split the total between additional GL's, click the + New GL button and fill out the information (again, only the right side can be modified).
        • The totals at the bottom should always balance.

5. Navigating the Invoice Action Item - Best Practices for Selecting from the Dashboard vs Navigating to Invoice Pages in Vantaca

• Complete Data Entry: Complete Data Entry can be selected as a group through My Action Items on the Dashboard or individually through Action Items > My Action Items & Action Items > All Action Items.
• Possible Duplicate: The most efficient way of reviewing Possible Duplicates is by selecting these items from My Action Items on the Dashboard.
• Approve Invoices: The most efficient way of approving invoices is by navigating to the Accounting > Approve Invoices.
• Signature Approval: The most efficient way of approving invoices is by navigating to the Accounting > Signature Approval.
• Paying Invoices: The most efficient way of paying invoices is by navigating to the Accounting > Pay Invoices.
• Printing a Check: Checks are printed from the Check Queue, located at Mailroom > Check Queue. Any checks selected will print in a batch, which is available for download on the Jobs tab. 

6. Invoice approval blocked: Invoices cannot be approved while a vendor is on hold. Remove the hold status before approving and paying the invoice.