Split & Index Facility
This App shows:
Left Panel – lists the data that needs to be completed for each invoice
Right Panel – Shows the Invoice PDF file
Completing Invoice Details
There are 8 Fields to complete for each invoice – we recommend that you use the Tab key on your keyboard to move from field to field.
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Contractor |
Enter the name of the contractor, and after typing 2-3 characters, closely matched contractors will be listed – there are 2 types of contractors: Approved – Actively used contractors that are present in Dwellant Unapproved – Contractors from your accounting package that are not in your accounting package. Always try to select the Approved contractors, but if not then unapproved contractors will work. |
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Invoice Number |
The invoice number quoted by the contractor. |
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Invoice Information |
This is a flexible field, where we ask you to complete the best piece of information you have that will allow us to route the invoice. Please see Invoice Information Section |
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Invoice Date |
The date of the invoice. |
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Start Date |
Start date for any work, if none shown enter the invoice date |
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Finish Date |
Finish date for any work, if none shown enter the invoice date |
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Gross Price |
Gross Price (Including VAT) |
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Net Price |
Net Price (Excluding VAT) |
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VAT Type |
Standard or Exempt (In accordance with your accounting package) |
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VAT Amount |
The VAT amount, 0 if VAT exempt |
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Description |
(Optional) Generally completed by the PM |
Invoice Information
The invoice information is a “special” field that allows us to intelligently route the invoice. There are different options you can complete according to the information on the Invoice. Some contractors are better at completing the full information on the invoice, some are less good. This field allows you to take the most useful piece of information.
In order of preference, these are the options. Note: It is more efficient to find the best piece of information. The best match reduces work for each invoice.
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Work Order or Contract Number |
Most contractors are instructed with the original Work Order, or for regular work, the contract number Work Order numbers are a 7-digit numeric code e.g 274673. Contracts are a 6 digit number preceded by a c e.g. c2754 |
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Building Name |
The building name, type the first few characters and the buildings will be shortlisted. |
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Company Name |
The name of the Management Company, for the building – invoices are correctly invoiced to this company, and therefore it is sometimes the only reference on the invoice. |
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Property Manager |
The name of a property manager that is shown on the invoice, if this is the only thing that is shown |
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Reject |
If a page, on further examination, is not a valid invoice enter Reject the page will be removed from the file. |
Navigating Pages in a Batch
After completing the details for the first invoice – use the scroll facilities to move to the next invoice. You can scroll in the following ways
- With your mouse pointer over the right panel invoice area, use the scroll wheel on your mouse.
- Use the elevator bar on the right side of the invoice area.
- Use the page forward/back buttons in the top bar of the invoice area.
If invoices have multiple pages, keep scrolling until you see the first page of the next invoice.
As soon as a new page is visible – the Next Invoice button will enable and when you visually confirm this is a new invoice click next Invoice. The data in left form panel will be cleared and you will be able to start the process again.
Once you reach the last page within a batch the Complete batch button will highlight and when clicked the batch scan editor will close and return to the list view.
Handling batches of invoices from a single
On some occasions, you may get batches of invoices from a single contractor/supplier. In this case use the “Copy Details” check box – once checked each time you select Next Invoice, the details of the supplier will be retained and you can then enter just the invoice number and other cost details of each invoice.
Once you reach the last of these invoices, uncheck the box before pressing the next invoice.