What
The invoices in 'requires attention' provides Accounts Payable with information about invoices that are stuck in a state that is not allowing them to progress to any member to approve.
A new invoice status “Requires Attention” was introduced with the intention to catch possible exceptions that raise when invoices come into the system from any different source.
When the source is the contractor, most errors are shown to the contractor for them to fix it, but in some cases, like no approval roles found, they can’t do anything about it and the invoice stays in a limbo that is now called Invoice Requires Attention.
Where
Only Accounts Payable group members can view and access this functionality. On the new UI the list can be found in the menu under Finance / Invoices / Invoices Require Attention
In the old layout, there is no list of for this new status but a “default saved search” could be created in the managing agent invoice list to filter by status Requires Attention.
How
There are different errors that can occur before an invoice can be made available for processing by the members to approve.
- The Default Accounts payable is not set in the organization accounting settings.
- No valid invoice approval found. The building approval steps are not properly configured to handle invoices.
- Contractor invoice requires additional documents.
Any invoice from any source that comes into the system could eventually throw an exception somewhere in the process, these will now be caught and moved to this new status.
Here is a sample of the list:
Key items:
Latest action note: the column indicates the latest invoice note of type action. Whenever an invoice is moved to requires attention a note is added with the exception triggered by the system which prevented the invoice from moving to Member to Approve.
Resubmit all: Allows the accounts payable to resubmit all the invoices in the list, so that, if they have already handled the issue, then the invoices can be resubmitted so that they are moved to member to approve or auto approved.
Resubmit for building: sometimes the error can be building specific, for example, the default handing group didn’t have valid approval roles. If the default handling group approval steps are fixed, the invoices in the building can now be progressed.
Actions: Review, Resubmit, Delete, Invoice Processing-
Review takes to a new page that allows to access some options like the Invoice Processing screen (IPA), the building approval steps, deleting the invoice, or resubmitting invoices with a specific action note.
From the old layout the review page can be accessed from the invoice list with the action menu called resubmit: