Setting User Invoice Preferences
Setting User Invoice Preferences
Preferences can be set per user to control the following invoice options: Duplicate Range, Vendor Checks, Default Zoom, Auto-Display Image, and Approval Requirements (per association).
To set user preferences:
Select System > User Preferences. If you are using universal navigation, click Settings > Preferences > User Preferences.
Click the Module Settings tab at the bottom of the screen to display the User Preferences/Module Settings screen.
In the Invoicing section, complete the following fields and click Save:
Duplicate Range: Number of days for which an invoice cannot be duplicated. If an invoice has the same date, number, and amount within this timeframe, the user will be alerted. The system default is 30 days.
Display Last Vendor Checks: Number of previous checks displayed at a time per vendor. Up to 20 transactions may be displayed at a time. CINC recommends displaying a minimum of three checks.
Invoice Default Zoom: Select the preferred zoom size for invoices.
Auto-Display Image: Select option to display invoice image on invoice screen.
To set up approval requirements:
Select Setup > Association Setup. If you are using universal navigation, click Associations > View All.
Search for and select the desired association.
Click the Invoicing tab at the bottom of the screen to display the Invoicing Privileges screen.
NOTE: This can also be set up via User Profile in the wizard.
Determine the total number of internal approvals (users at vendor) required for invoices for the specific association and enter that number in the Total Approvals Required field. This defaults to 1.
Enable the Add toggle next to the name of the person(s) who is authorized to approve invoices and click Save to add them to the Authorized column.
Determine the total board approvals required for invoices and enter that number in the Total Board Approvals Required field.
Select the checkbox next to the Vendor Type requiring board approval and click Save. (Typical monthly charges, e.g., utilities, may not require board approval).
NOTE: Board members will approve invoices from the Admin Portal.
To determine whether the board members or the vendor approves invoices first as part of the invoice approval process:
Select System > Company Profile. If you are using universal navigation, click Settings > General > Company Profile.
Click the Settings tab at the bottom of the screen to display the Settings screen.
In the Invoice and Work Order Module section, select either Board or Vendor from the Initial Invoice Approval Order dropdown.
Click Save.
NOTE: CINC recommends that the vendor be selected as initial approver to ensure invoice information is correct
