There are two display options for approving invoices: Pending Approval (List) and Pending Approval (Image). Both give you the same core tools for reviewing and acting on invoices, just organized differently to fit how you like to work.
Approving Invoices in List View
The Pending Approval List page displays each invoice as a row and lets you approve invoices in bulk. This page can show all invoices needing approval across every association, or for a specific association. Each association is listed with its bank account balance for quick decision-making, and critical information is easily accessible on the page for your review.
Follow these steps to approve invoices in a list view:
In CINC, go to Vendors > Pending Approvals (List).
OR
In CINC with universal navigation, go to Payables > Invoices > Pending approvals (list).
The Pending Approval List page displays. Search for and select the appropriate association or view all associations.
Resolve any indicators that may cause problems with your invoice. To make corrections, click the invoice date to open the Invoice page.
NOTE: Hover over the indicator for the description and resolution.
Closed fiscal period
Description: Indicates the invoice is dated for a closed fiscal period. Invoices can only post to an open period.
Resolution: Change the invoice date, or reopen the fiscal period.
Incomplete GL account
Description: The invoice has incomplete GL account information.
Resolution: Edit the invoice and correct the GL account assignments.
Invoice total mismatch
Description: The invoice total does not match the sum of the expense line items.
Resolution: Edit the invoice to correct either the total amount due or the sum of the expense line items.
Potential duplicate invoice
Description: This invoice is a potential duplicate invoice. An invoice is considered a duplicate if another invoice meets the following criteria:
Both invoices are assigned to the same vendor.
The invoice numbers are the same.
The invoice date falls in the range set by the Duplicate Range (days) setting on the User Preferences page.
Resolution: Locate the potential duplicate. If the two invoices aren't true duplicates, change the invoice number to make it unique. If they are duplicates, void one of the invoices.
Vendor not on Vendor List
Description: The vendor on the invoice isn’t on your Vendor List.
Resolution: If this is a one-off vendor payment, you may not need to link the invoice to a vendor. If you know the vendor exists in the system, edit the invoice and reselect the vendor.
Board approval required
Description: This invoice hasn't received the required number of board member approvals set in the configuration.
Resolution: Ask your board members to approve the invoice in their community portal.
NOTE: To override a board approval requirement, click the invoice date to open the invoice, then change the status to Ready for Payment.
Click the Information icon. The Invoice Audit Information window displays.
Review the Insurance Information section to confirm compliance.
Review the GL Information section to confirm both sides of the pending GL entry.
Confirm remaining invoice information.
Select the checkbox for the invoice.
NOTES:
When you select the checkbox, the Account Balance in the bank account bar automatically calculates the new balance after payment. You can select multiple invoices at once to determine which ones the association would like to pay.
You can select multiple invoices to approve at the same time.
Select the Expense For date, if necessary.
NOTES:
For accrual accounting, the invoice expenses using the invoice date, unless the Expense For date is used. Check whether the Expense For date needs adjusting before you approve.
You can post to a prior month as long as that fiscal period is still open.
If you’re approving multiple invoices at once, the Expense For date you set applies to all of them, so confirm it’s correct for every invoice selected.
Click one of the following:
Approve: Approves the invoice and changes its status to Ready for Payment if all approval requirements have been met.
Decline/Void: Changes the status to Void. The invoice can't move forward. Use this if you find a duplicate invoice. Enter a Reason and click Decline/Void.
NOTE: Once an invoice is in Void status, the status can't be changed. You must recreate the invoice.
Hold: Places the invoice in a Hold status. Enter the Reason and click Hold.
NOTE: When you're ready to pay a held invoice, it needs to go through the approval process again.
Approving Invoices in Image View
The Pending Approval page shows one invoice at a time, with the invoice attachment displayed alongside it. It shows the same coding, bank balances, insurance information, and approval options as the Pending Approval List page. All fields are editable in this view, so you don't need to go to a different page to make edits or clear alerts.
Follow these steps to approve invoices in image view:
In CINC, go to Vendors > Pending Approvals (Image).
OR
In CINC with universal navigation, go to Payables > Invoices > Pending approvals (image).
The Pending Approval page displays.
Select the appropriate association or view all associations from the Association drop-down list.
Review the Bank Account Information.
Resolve any indicators that may cause problems with your invoice. You can make corrections right on this page.
NOTE: Hover over the indicator for the description and resolution.
Closed fiscal period
Description: Indicates the invoice is dated for a closed fiscal period. Invoices can only post to an open period.
Resolution: Change the invoice date or reopen the fiscal period.
Incomplete GL account
Description: The invoice has incomplete GL account information.
Resolution: Edit the invoice and correct the GL account assignments.
Invoice total mismatch
Description: The invoice total does not match the sum of the expense line items.
Resolution: Edit the invoice to correct either the total amount due or the sum of the expense line items.
Potential duplicate invoice
Description: This invoice is a potential duplicate invoice. An invoice is considered a duplicate if another invoice meets the following criteria:
Both invoices are assigned to the same vendor.
The invoice numbers are the same.
The invoice date falls in the range set by the Duplicate Range (days) setting on the User Preferences page.
Resolution: Locate the potential duplicate. If the two invoices aren't true duplicates, change the invoice number to make it unique. If they are duplicates, void one of the invoices.
Vendor not on Vendor List
Description: The vendor on the invoice isn’t on your Vendor List.
Resolution: If this is a one-off vendor payment, you may not need to link the invoice to a vendor. If you know the vendor exists in the system, edit the invoice and reselect the vendor.
Board approval required
Description: This invoice hasn't received the required number of board member approvals set in the configuration.
Resolution: Ask your board members to approve the invoice in the community portal.
NOTE: To override a board approval requirement, click the invoice date to open the invoice, then change the status to Ready for Payment.
Review the Information tab to confirm association, vendor, and invoice details, and make changes as necessary.
NOTE: If you make changes directly on this page, click Save before approving.
Review the Insurance tab to confirm compliance.
Click the Notes tab to add or review any notes.
Click the History tab to view this invoice’s journey in the system.
Review the GL Information for accuracy. Edit if necessary.
NOTE: Click Add to add additional expense items.
Hover over the information icon. The Expense GL Account Information window displays. Review budget information for each expense GL.
Select the Expense For date, if necessary.
NOTES:
For accrual accounting, the invoice expenses using the invoice date unless you specify a date in the Expense For field. Check whether the Expense For date needs adjusting before you approve.
You can post to a prior month as long as that fiscal period is still open.
If you’re approving multiple invoices at once, the Expense For date you set applies to all of them, so confirm it’s correct for every invoice selected.
Click one of the following:
Approve: Approves the invoice and changes its status to Ready for Payment if all approval requirements have been met.
Decline/Void: If you need to decline or void an invoice (for example, a duplicate invoice, or an invoice that is incorrect), enter a reason in the field provided and click Decline/Void. The status changes to Void and prevents the invoice from moving forward.
NOTE: Once an invoice is in Void status, the status can't be changed. You must recreate the invoice.
Hold: Places the invoice in a Hold status. Enter the Reason and click Hold.
NOTE: When you're ready to pay a held invoice, it needs to go through the approval process again.