General Information 
Maintain Selected Invoice/Credit Memo
This task is used to maintain AP Invoices or Credit Memos that have been received in Property Manager, but not yet approved. You will not be able to maintain AP Invoices that were created from an In-House Vendor's AR Invoice (Maintenance Company Detail > AR Invoice Detail) once the corresponding AR Invoice has been approved. Even if you have allowed maintenance of AP Invoices after they have been approved and/or verified from System Administration > Maintain Lookup Tables - Business Constants.
Creating AP Invoices in Property Manager allows you to track them against the Work Orders they result from, and the Maintenance Reports available under Reports allows you to report this activity across Communities, buildings and/or units.
The AP Invoice or Credit Memo to be maintained has already been created.
If you require the Verify and/or Approve Invoice To-Do List Activities be displayed (System Administration > Maintain Lookup Tables - Business Constants), you can further indicate whether you allow access to the Maintain Selected Invoice/Credit Memo task for Verified and or Approved invoices.
Accounts Payable Detail General Information Maintain Selected Invoice/Credit Memo
or
Accounts Payable Detail Invoice Maintain Selected Invoice/Credit Memo
The Vendor selection for the AP Invoice can not be changed.
If it is incorrect, you will need to delete the AP Invoice and receive it again.
Change the Invoice Number from the AP Invoice being updated.
This field is alphanumeric limited to a size of 27 characters.
If you do not require Invoice #'s be entered at System Administration > Maintain Lookup Tables - Business Constants and you leave this field blank, Property Manager will generate a number for you automatically. The number generated will be "AUTO##" with ## increasing by one as each AP Invoice is received without an existing number.
If the Require Invoice # parameter is selected on Business Constants, you will be required to enter an Invoice # for each AP Invoice or Credit memo created at Accounts Payable Detail with the Receive Invoice, Receive Utility Bills, Receive Credit Memo and Receive Credit Memo for Selected Invoice tasks.
Please note that this parameter is not visible on Business Constants in the current version of Property Manager and is defaulted to being NOT selected. If you wish to require Invoice #'s for each AP Invoice, please contact Bostonpost Client Support at myMRI or contact a Client Support Analyst directly at (877) 579-8896 to have this parameter selected for you.
If you enter a duplicate Invoice Number for the selected vendor, you will receive an error when clicking Next or Finished to the task. You can change the Invoice # from the Add New Line Items step of this task.
Change the Received Date of the invoice. This is the date you receive the invoice in the mail.
Change the Invoice Date of the invoice. This date comes from the face of the invoice being received into the system.
Change the Due Date of the invoice. The Due Date defaults based on the Payment Terms setup at Vendor Detail > AP Vendors tab using the Add Vendor Account Holders task.
Change the total amount of the AP Invoice in the Amount field. The sum of all Line Items added in the next step of the task must equal this amount.
Change the selection on the "Review Hard Copy" checkbox if you want the approver of this AP Invoice to review the hard copy of the AP Invoice.
When the approver drills down into the invoice (Accounts Payable Detail > Invoice tab), they will see this flag.
Change the "Track Comp Price" checkbox if you want to be able to use this invoice to track comparable prices
When the approver drills down into the invoice (Accounts Payable Detail > Invoice tab), they will see this flag.
Maintenance Reports under Reports will have this flag available as a filter allowing you to compare prices on a particular skill or material.
Add, Maintain or Delete Invoice Notes as necessary.
Select a Note Sub-Type and enter a Note to be added to the invoice.
This is the note for the entire invoice and won't be used for individual line items. Notes added in this task will show on the Accounts Payable Detail > Invoice tab in the Transactions data window as a Note Type transaction and in the Accounts Payable Detail > Invoice tab and in the Approve Invoices task.
Note Types include: Alerts, Discount Info/Terms, Information Change, Miscellaneous, Order Change or Vendor Comments.
System Generated Transactions are displayed here to let you know what steps the AP Invoice has gone through, but you can not Maintain or Delete any of the System Generated Transactions. Changes can only be made to Note Transactions.
Highlight existing AP Line Items and make changes as necessary.
To add additional Work or Material Work Order Line Items, click the Work Order Items link
Set your search criteria to filter the list of Work Order Line Items down by:
Community/Co - select a specific community or management company that you are authorized to see at the System Administration > Employees tab.
Building - after selecting a community, you can further filter the list by selecting a building in that community
Unit - after selecting a community, you can further filter the list by selecting a unit in that community
It's not necessary to select a building before selecting a unit, but when a community has more than one building, selecting that building will filter down the list of units to those that are in that building.
Work Order - enter the Work Order Number if you know which one you are looking for.
Use the Select All and Deselect All links to select one or more of the Work Order Line Items listed.
As you highlight each of the Work Order Line Items, you will see its Work or Material Details.
Click OK after you have selected each of the Work Order Line Items that is to be included on the AP Invoice.
Only PO Line Items that have not been included on another AP Invoice and have a status of completed will be displayed. If you have already received an AP Invoice against the PO Line Item, it will not be listed here.
If you need additional Work or Material Work Order Line Items, they need to be added to new or existing Work Orders under Work Order Detail before they can be included here. After adding new Work Order Line Items, come back to this task to add them to this AP Invoice.
If you need to add a non-Work or Material or additional Line Items to the AP Invoice, click the Add Line Item link in the "Line Items on this Invoice" title bar.
All line items added from this task are of the Misc Line Item Type
Account Holder - select a Vendor Account Holder (limited to the Vendor Account Holders created for the selected community)
Please note, for BP Financials Customers, the Account Number for the selected Vendor Account Holder will be in the Reference field for the invoice when it is loaded to BP Financials and this field will print on the check printed paying this invoice.
Expense Code - the GL Account for the expense distribution will default to what is setup for the Vendor Account Holder, but can be modified when the default doesn't apply to the current AP Invoice being received.
If the Invoice Account doesn't have a default GL Account assigned, the GL Account will default to the one defined for the AP Vendor at Vendor Detail > AP Vendors.
The list of available GL Account Numbers will be limited to those of the Account Types Expense and Other Current Liability that have been set to "AP" at System Administration > Accounting Setup - GL Account Setup and also to the GL Accounts in the GL Chart assigned to the community or management company at System Administration > Accounting Setup - Export Information Setup.
If there are more than one Line Items already listed, when you select an Expense Code for the first one, you will be prompted to apply this Expense Code to the other Line Items that do not have an Expense Code already assigned to them.
Amount - enter the amount of the Misc Line Item.
As you update the Amount for each Line Item, the total adjusts accordingly. Before you can move onto the next step, the Total Amount Billed of the Line Items must equal the Total Amount of the AP Invoice entered above.
Description - enter additional information to describe the Misc Line Item
After entering the description to a Line Item and hitting the [Tab] key, an new row for a Misc Line Item will be available.
If you don't need to enter additional Misc Line Items, click the Remove link to remove the blank row just added.
If you have added a Misc Line Item to an AP Invoice in error, highlight that Line Item and click the Remove link.
Click Next after you have made all the necessary changes and/or added the new Line Items to the AP Invoice (the sum of those Line Items equals the total amount of the invoice).
Click Next to Add Attachments as described in step 16 or click Finished to complete the AP Invoice without adding or changing the attachments to it.
If you have enabled Document Imaging for your database at System Administration > Maintain Lookup Tables - Business Constants (Attachments for Invoices can be set to be either Disabled, Allowed or Required), click the links to add a File or Scan attachment to your invoice.
With this functionality, you can attach the scanned invoice to the AP Invoice in Property Manager, for example.
If Document Imaging has not been enabled for your database or your Access Role (System Administration > Define Access) does not have access to this functionality, you will just click Next to go to the next step of the task.
Click here to for a description of the Manage Attachments step of this task.
Attachments added through this task will be available on the Accounts Payable Detail > General & Accounts Payable Detail > Invoice tabs to view and/or maintain.
Click Finished to save the changes for the AP Invoice.
The AP Invoice's Transaction Log will have the entry "Modified".
The Vendor selection for the Credit Memo can not be changed.
If it is incorrect, you will need to delete the Credit Memo and receive it again.
Change the Credit Memo Number for the Credit Memo being updated.
This field is alphanumeric limited to a size of 27 characters.
If you leave this field blank, Property Manager will generate a number for you automatically. The number generated will be "AUTO##" with ## increasing by one as each Credit Memo is received without an existing number.
Change the Received Date of the Credit Memo. This is the date you receive the Credit Memo in the mail.
Change the Invoice Date of the Credit Memo. This date comes from the face of the Credit Memo being received into the system.
Change the Due Date of the Credit Memo. The Due Date defaults based on the Payment Terms setup at Vendor Detail > AP Vendors tab using the Add Vendor Account Holders task.
Change the total amount of the Credit Memo in the Amount field. The sum of all Line Items added in the next step of the task must equal this amount.
Change the selection on the "Review Hard Copy" checkbox if you want the approver of this Credit Memo to review the hard copy of the AP Invoice.
When the approver drills down into the invoice (Accounts Payable Detail > Invoice tab), they will see this flag.
Change the "Track Comp Price" checkbox if you want to be able to use this Credit Memo to track comparable prices
When the approver drills down into the invoice (Accounts Payable Detail > Invoice tab), they will see this flag.
Maintenance Reports under Reports will have this flag available as a filter allowing you to compare prices on a particular skill or material.
Highlight existing Credit Memo Line Items and make changes as necessary.
Click the Select Existing link to see a list of all available AP Invoice Line Items that can be added to this Credit Memo.
You can set a Community, Building, Apt Nbr, and/or Invoice Number and click Refresh to filter the list of AP Invoice Line Items in the pop up window.
Select one or more of the AP Invoice Line Items and click OK to add them to the Credit Memo.
Click the Add Line Item link to add additional Credit Memo Line Items to the Credit Memo
Click the Remove link after highlighting a specific Credit Memo Line Item to remove it from the Credit Memo.
Click Next after you have made all the necessary changes and/or added the new Line Items to the Credit Memo (the sum of those Line Items equals the total amount of the credit memo).
If the sum of the Line Items doesn't match the total amount, you will be asked if you wish to change the total amount. Click Yes to change the total amount or click No to go back and make changes to the line items.
Click Next to Add Attachments as described in step 16 or click Finished to complete the Credit Memo without adding or changing the attachments to it.
If you have enabled Document Imaging for your database at System Administration > Maintain Lookup Tables - Business Constants (Attachments for Invoices can be set to be either Disabled, Allowed or Required), click the links to add a File or Scan attachment to your credit memo.
With this functionality, you can attach the scanned invoice to the AP Invoice in Property Manager, for example.
If Document Imaging has not been enabled for your database or your Access Role (System Administration > Define Access) does not have access to this functionality, you will just click Next to go to the next step of the task.
Click here to for a description of the Manage Attachments step of this task.
Attachments added through this task will be available on the Accounts Payable Detail > General & Accounts Payable Detail > Invoice tabs to view and/or maintain.
Bostonpost Financials users have the ability to view scanned documents in Bostonpost Financials (i.e. - invoices) attached to an AP Invoice under the Accounts Payable Detail > General tab. Once the AP Invoice has been loaded to Bostonpost Financials, a link will be available that the user can click on to view the attachment without having to go back into Property Manager. Use of this functionality requires a custom field to be added to your Bostonpost Financials application. Please contact Bostonpost Client Support at myMRI or contact a Client Support Analyst directly at (877) 579-8896 for assistance.
Click Finished to save the changes for the Credit Memo.
The Credit Memo's Transaction Log will have the entry "Modified".