Invoice status: Approved or Canceled

Who is this guide for?

For the building manager or accountant who asks: Does the invoice need to be approved before it can be calculated? How do I reject an incorrect invoice?

How does invoice status work?

There is no separate approval step for building invoices. When you click Save Invoice, the invoice is saved in the Approved status immediately, and the fund balance and the resident’s charges are changed at the same moment. So review the Process Summary and the preview window carefully before saving.

Example: You registered an invoice for 150 for pump repair → the maintenance fund decreases 150 immediately, it appears in Invoices with a status of Approved, and your name appears in the Approved By column when printing the fund transactions.

Steps: Reject an incorrect invoice

1. From Finance ← Invoices Find the invoice.
2. In its row, click the Cancel icon, read the Cancel Invoice message, then confirm.
3. If the invoice is correct but the statement is wrong, use Quick Edit within the first 24 hours.

Result

The canceled invoice remains in the register as Canceled and its impact is reflected on the fund and charges. To search use the Status: All / Approved / Canceled.

Important notes

• If you want someone else to review the invoices before they are calculated, give the accountant the power to view only, and make the addition to the building manager.
• Cancellation is irreversible; To re-invoice, create it again.

Who is this guide for?

For the building manager who searches the application for the “Approval” button for invoices.

How does invoice status work?

There is no manual approval of invoices. When you click Confirm and Create Invoice, the invoice is calculated immediately on the fund and the resident’s charges. So check Preview Amount Distribution before confirming.

Example: An income bill of 250 from a resident ← his charges are paid and the fund balance increases by 250 at the same moment.

The statuses you see

• In the Invoices tab you can filter by Status: Pending, Paid, Partially Paid, Canceled. This describes the payment status, not an approval stage.

Steps: Reject an incorrect invoice

1. In the Invoices tab, press the menu button (⋮) on the invoice.
2. Select Cancel Invoice, read the confirmation message explaining that its effect on charges, funds, and portfolios will be reversed, and then confirm.

Result

The invoice becomes cancelled and the balance returns to what it was.

Important notes

• If an invoice appears cannot be canceled with a reason, a portion of the rent has often been paid to the landlord; Undo the drain first.
• To correct the statement just use Quick Edit within 24 hours.