Once a Vendor has submitted an Invoice for a Meld, that Invoice is available for review and action. This article will guide you through the steps of filtering, reviewing, and taking action on the Vendor invoices.
For reference, refer to the following articles for a Vendor's view of the creation and management of invoices.
Status and Definition
The following list of statuses is used to organize and manage Invoices submitted by a Vendor at the same time giving visibility to the Vendor as to the status of their submitted Invoice. These statuses are straight-forward and still allow accounting operations to drive their own processes internally to managing and paying invoices.
- HOLD - Invoice has been submitted and changes are being requested.
- IN REVIEW - Indicate to the Vendor the Invoice has been received and under review.
- APPROVED - Indicate to the Vendor the Invoice has been reviewed and approved for payment.
- DECLINED - Indicate to the Vendor the Invoice is declined and will not be paid along with a reason.
- PAID - Indicate to the Vendor the Invoice has been paid or will be paid in the next payables cycle.
How to Filter Invoices
Step 1:
Click Finances, click Invoices, click the FILTER dropdown.
Step 2:
Select or enter the required Filtering Options and click APPLY FILTERS.
For Status, type in the filter box to be presented the list of statuses to select more than 1 status value.
Step 3:
The list of Invoices will be displayed based on the specified filter criteria.
Click SAVE to save the current filter.
Step 4:
To save the Filter, enter the Name and click SAVE FILTER.
How to Manage Invoice Status
You can click View to see the Invoice within Property Meld or click Download to download the Invoice as a PDF.
Open an Invoice and click Decline, Pay, Approve, or click for additional option. From here, use the following steps to set the Invoice status along with the rules associated with each of the actions.
Invoice Status - Place in Review
Step 1:
Click and then click Place in Review.
NOTE: It is recommended to use this status initially to bring visibility into the state of the invoice by the Vendor. Upon completion of a review, the following statuses will be used.
Step 2:
By placing this invoice in review, the vendor will be unable to modify it.
Click Review.
Invoice Status - Approved
Step 1:
Click Approve.
NOTE: It is recommended to use this status allowing the Vendor to understand their Invoice is approved to be paid.
Step 2:
By approving the Invoice, the Vendor will be unable to modify it.
Click Approve.
Invoice Status - Pay
Step 1:
Click Pay.
Step 2:
Select the Invoice(s) to pay and click CHOOSE PAYMENT METHOD.
Step 3:
Select the payment method (Credit Card, Check, Cash) and click RECORD PAYMENT.
NOTE: The payment method is for information purposes only.
NOTE: Once an invoice has been marked Paid or Declined, the invoice is considered "closed" and cannot be edited.
Invoice Status - Decline Invoice
Step 1:
Click Decline.
Step 2:
A prompt is presented to enter information for the Vendor as to why the invoice is being declined.
Enter the reason for declining and click Yes, decline. The Vendor will be notified of the declined invoice.
NOTE: Once an invoice has been marked Paid or Declined, the invoice is considered "closed" and cannot be edited.
Invoice Status - Request Changes
Step 1:
Click and then click Request Changes.
Step 2:
A prompt is presented to enter information to be sent to the Vendor regarding changes or clarification on the invoice.
The Vendor will be notified of the change request and will be required to resubmit the invoice.
Enter the changes requested of the Vendor and click Yes, send request.