CMP: Invoice Hub

By Shelley Labrecque Updated

Invoice Hub brings the accounts payable screens in CMP together into one tabbed workspace under Accounting. This article covers what Invoice Hub is, what each tab does, how to find invoices that need attention, and how you approve, enter, and pay invoices without moving between separate screens.

Important: Coming Soon. This is an early look, so some details may be added, removed, or changed before the official release. If your account looks different from what's shown here, don't worry! This update is rolling out gradually and will be available to you soon.

Contents

What Is Invoice Hub?

Invoice Hub replaces the separate screens you use to enter, approve, sign, check, and pay invoices with one workspace that has a tab for each stage of the process. It works across all of your associations or a single association, and it is built to stay fast even when you have a large number of invoices.

The Hub uses the same workflow you configure in Invoice Setup. For more information, see the "CMP: System Defined Invoice Workflow" article.

 

Invoice Hub Tabs

Each tab is a stage of the invoice process:

  • Dashboard: A point-in-time view of invoice health for an association or portfolio.
  • Invoices: All invoices, searchable and filterable as they are today. Click an invoice to see its details in a slide-out side tray instead of a new page.
  • Data Entry: A dedicated data entry page with a queue, so you always know which invoice comes next.
  • Approvals: The approval views you use today, plus new On Hold / Declined and Board Invoices views.
  • eSignatures: The same as today, including the global eSignature settings.
  • Ready for Payment: The same as today.
  • Check Queue: The same as today.
  • Check Request: A new way to cut a check in fewer steps.
  • Service Contracts: The same as today.

Two buttons stay at the top of every tab: Add Invoices and Invoice Setup.

 

Find Invoices That Need Attention

Invoices that fall off the happy path are easier to find in Invoice Hub, because they have their own views instead of being mixed in with everything else. Open the Approvals tab, and then click:

  • On Hold / Declined: See every invoice that is not on the happy path, including manager and board declines, invoices on hold, and possible duplicates.
  • Board Invoices: See the invoices waiting on the board.
  • Pre-Paid Review: See the prepaid invoices that need a manager's attention.

 

Approve Invoices

To approve invoices, click the Approvals tab. The tab groups your invoices by vendor and shows the number of invoices and the total on each vendor row. It also shows a Days Waiting column so you can see how long each invoice has been waiting since its last status change.

The Approvals tab has a view for each kind of invoice, each with a count:

  • Ready to Approve: Invoices with all of their information entered.
  • Complete Data Entry: Invoices that still need information before they can be approved.
  • Board Invoices: Invoices waiting on the board. See how long each invoice has been waiting and which board members have not yet approved it. You can send a reminder to only the board members who still need to approve.
  • On Hold / Declined: Invoices that are not on the happy path, such as declined invoices, invoices on hold, and possible duplicates.
  • Pre-Paid Review: Prepaid invoices that need a manager's attention.

To approve invoices, select one or more invoices and click Approve Selected. To decline an invoice, click Decline and enter a reason. The invoice then moves to Manager Decline.

For the current Approve Invoices page, see the "How to Approve Invoices Using the Approve Invoices Page" article.

 

Review an Invoice in the Side Tray

Click an invoice in any list to open its details in a slide-out side tray, so you can work on the invoice without leaving the page. The tray shows the invoice image, the invoice details, the GL details, and tabs for details and messages. From the tray you can:

  • Update the invoice date, due date, payment type, and approved amount.
  • Add, refresh, and edit GL detail lines.
  • Click Complete & Approve to finish an invoice and send it on.
  • Click Put Invoice on Hold to hold it.
  • Open the Audit history for the invoice.

You can also change the due date, payment type, and approved amount directly in the list, and edit GL details in the side tray.

 

Enter Invoices

The Data Entry tab is a dedicated page with a queue, so you always know which invoice comes next. The queue is on the left, the invoice image is in the middle, and the entry form is on the right. Complete the association, provider, invoice number, invoice date, total, and pay type, and then click Save and Advance to move to the next invoice, or Save and Skip to come back to it later. To add invoices yourself, click Add Invoices.

 

Pay Invoices and Request Checks

  • eSignatures: Select the invoices and click Approve, or click Decline on an invoice. Click Manage eSignatures to manage the global eSignature settings.
  • Ready for Payment: Review invoices in the Pay Now, Warning, and Future views, and click Pay Selected Invoices. The list shows each provider's pay amount, invoice total, and any available and applied credit.
  • Check Queue: Print the checks in the queue, and use the Jobs tab to follow print jobs.
  • Check Request: Cut a check without sending an invoice through approvals. A check request goes straight to the print queue in fewer steps, and it still requires a signature. Check Request is available only to users who have permission.

 

What to Know

  • Grid settings: Invoice Hub includes Save Grid Settings, so you can keep your preferred layout, as you can today.

 

FAQ

Q: Why do I still see the old Approve Invoices page?

A: Invoice Hub is rolling out gradually. Until it is available for your account, you continue to use the current screens.

 

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