RealProperty PLUS Invoice Approval Tracking

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Benefits of using Invoice Approval

• Its green! No more storing copies of paper invoices.

• You may view/print an attached/scanned invoice from anywhere.

• Invoices may be entered into the system immediately before the G/L coding has been identified.

• When you view a vendor's account, it includes all of the invoices in the system.

• A log is maintained of who viewed, who commented on, who approved and who batched an invoice and it is part of the permanent record.

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IAT Processing

• Setup the routing lists that define who is authorized to review/approve invoices, and what their approval authority level is.

• Assign the routing list to the property or properties that may use it.

• Enter the invoices, and assign the invoice to a user for review/approval.

• Users with invoices awaiting their attention, view/comment and or route to other users for their review/comments/approval.

• Automatically generate regular accounts payable batches from the approved invoices.

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Setup to use the IAT process

• Define the routing lists of users authorized to approve invoices

• Optionally associate a routing list with one or more properties

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Define routing lists

• Users may be added from the RPP User id list.

• Approval authority may be defaulted from the profile, or may be

defined in each list.Users on the list may be optionally

configured to receive emails whenever invoices are placed in their in-box.

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Associate a routing list with a property• A list may be assigned to a property if you

wish to limit users to selecting only that list.

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Invoice Entry

• Although Invoices are associated with nodes, they ar not entered in batches.

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Invoice Entry

• The process of entering invoices into the IAT process is identical to regular invoice entry with the following exceptions:– You must assign an approval in-box for each

invoice. If you wish, you may tell the system to select the list assigned to the property, and always assign the invoice to the bottom person on the list.

– Entering G/L account information is not required, but must be valid if entered.

– Invoices are not batched at entry time, so you don't enter an batch header.

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New Invoice

• Select an in-box. This invoice will appear that that user's in-box automatically.

There is an option to automatically assign the user to the first inbox on

the list.

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What triggers the approval process?

• Closing the detail screen starts the tracking process. If configured, then one or more users on the routing list are notified that there are invoices in their in-box awaiting approval.

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Invoice activity is on vendors' account

• The un-approved/un-batched tab reflects the unposted/unbatched activity.

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Detail log entries are always available

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Approving Invoices

• When the user that is on a routing list opens the Approve Invoices application, they are presented with a list of all

invoices awaiting their review or approval.

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View images/make changes

• You may access the detail entries and view the attached invoice, add new entries or change existing ones as needed.

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Batch approved invoices

• All approved invoices are displayed automatically selected for batching. The user may un-check any invoices that they do not wish to be included in the batch.

The blue text indicates that there is at least one invoice for the vendor

waiting for approval. All of the approved invoices are displayed in

green.

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Approved Invoices now in batches

• The approved invoices are now in batches in the normal Accounts Payable system.

• The log of all activity for a given invoice is available in View Vendor history, and in View GL History.

• Changes to the vendor or the amounts in the batched invoice are not allowed.

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Questions or suggestions?

• If you have any additional questions that my not have been answered during the presentation, feel free to ask them now.

• We would also like to hear any suggestions that you may have for improving the Invoice Tracking System.