Create an invoice

Who is this guide for?

For the building manager or accountant who records an amount entering or leaving the building.

What is an invoice?

The invoice is a record of an actual financial transaction on a fund: income (resident paid 300) or expenses (paid 150 to repair the pump).

Steps

1. From Finance select Invoices then Add Invoice.
2. Choose Type: Income or Expenses.
3. For income choose Where did the amount come from?: Payment from a resident, Distribution among several residents, or General building income (such as roof rent).
4. Enter amount and choose fund (currency is automatically loaded from it), payment method and company if requested.
5. For a payment from a resident, select the resident (owner or tenant), and the total open receivables appears. Then select What is the payment to be recorded for? (details in the explanation of recording a payment).
6. For distribution, select Residents in Distribution to Residents.
7. For expenses you can activate link to apartment or charge (optional, for reports), example: apartment meter repair 101.
8. Adjust the Date and Time to the actual receipt or disbursement date, and review the proposed Statement.
9. Review Process Summary, then click Save Invoice and confirm the inspection.

Result

The invoice appears in Invoice History with a status of Approved, and the fund balance changes immediately.

Important notes

• If the expenses will make the fund balance negative, the system asks you to confirm.
• Click the ⓘ icon next to any field to see an explanation and example.
• If the Add Invoice button does not appear, you do not have authority — contact your building manager.

Who is this guide for?

For the building manager who records income or expenses from the mobile phone.

Before you begin

• You need an activated fund, payment method and currency, otherwise the form will tell you what is missing.

Steps

1. Click on the Invoices then Add Invoice.
2. Choose Type: Income or Expenses.
3. For income, choose Where did the amount come from?: Payment from a resident, Distribution among several residents, or General income for the building.
4. Enter Amount, and select Fund, Payment Method and Payment Company if shown.
5. For a payment from a resident, select the resident (owner or tenant) and select What is the payment to be recorded for?.
6. For distribution choose residents and equal distribution or allocated amount, and each resident has charges or wallet.
7. For expenses you can link to an apartment or charge (optional, for reports).
8. Review Invoice Date, Invoice Statement and Transaction Summary, then click Add, and in Amount Distribution Preview click Confirm and Create Invoice.

Result

The invoice appears in the list and the cashier balance appears.

Important notes

• Warning: Insufficient Fund Balance Displays if expenses will make the balance negative; Click Yes, Continue only if you are sure.