Summary: this article provides instructions for Board Members, who have been given the role of Board Invoice Approver, to approve invoices from the Owners Portal.
- Manage all the invoice tasks assigned to your role as the Association's Board Invoice Approver through the Owner's Portal;
- Approve or decline an invoice using the Board Action Items page;
- View messages, the GL code and previous invoices from a vendor.
Log into the portal URL given to you by the management company, and you will see the Board Actions section on the bottom left panel. Click the arrow to expand this menu, and click the Invoices button.
When you click on this page, you will see that Vantaca pushes all invoices assigned to your role to this page. These are all the Invoice action items that need your seal of approval - or denial in some cases.
Each Invoice is a single line item. Here you can view information such as Service Provider, Invoice Date, GL Description, as well as other helpful info by clicking the three dots next to any of the column headers and adding/removing columns.
Clicking the Paperclip icon will open any attachments, including the original invoice.
Clicking the Three Green Dots on the right side will allow you to Approve, Decline, or Message about this Invoice.
Finally, to view more details, click the Eyeball icon.
Clicking the Eyeball will show you Action Item details for this invoice. The Approve and Decline options are also available on this page for easy navigation. In addition, here you have three tabs: Messages, General Ledger, and Recent Invoices.
Messages: Shows you the step-by-step history of this Invoice, including any changes or approvals that have taken place up to now.
General Ledger: The General Ledger tab displays GL details for this invoice. Board Invoice Approvers may also have the ability to edit these GL details, based on their permissions.
Recent Invoices: This section shows recent invoices paid from this Association/Provider. If your board notices a possible duplicate, this is the final time before expensing the invoice that you can decline or change this information.
In summary, by logging into the Owners Portal, and with a few clicks, you will be able to take care of all the invoice tasks assigned to your role as the Association Board Invoice Approver. The Board Invoice Approver responsibility is granted by your management company. To be setup as the Board Invoice Approver for your association, please contact your management company about your permissions.