When electronic invoices are received and a specific vendor operates on multiple departments, you can specify which line items should be directed to the appropriate department.
Separating an Invoice Between Departments
See the article Creating a Mixed Vendor for directions on how to make a vendor active in multiple departments. This allows you to choose the destination for line items on an invoice in situations where the invoice is mixed.
How to set line items on an invoice between departments:
You can allocate lines on an invoice between departments. Watch the brief video tutorial below to familiarize yourself with the updated process.
- Navigate to Invoices > Vendor Invoices. Or you can use the “Go to Needs Attention”.
- Select the invoice that needs mapping.
- Upon opening the invoice, pay special attention to any banners at the top.
- If it is a Mixed Invoice, this means that the vendor is available for multiple Departments for the property.
- You can change which department a line is allocated to by clicking the circle at the left and selecting the appropriate department.
- You can also allocate all lines to a specific department by selecting the Actions button.
- You can also allocate all lines to a specific department by selecting the Actions button.
Some things to keep in mind
- If an invoice has already been marked as Done Mapping and you need to make changes to the line items, begin by selecting the Undo button located at the bottom of the invoice. Once you've made your adjustments, be sure to click Done Mapping to finalize the changes.
- The Undo feature is only available while the invoice status is unmapped or pending mapping.
- The vendor will need to be active in the correct departments to send lines across departments.
- After the line items have been allocated to the correct department, you will receive a notification in the upper right corner of the invoice if further mapping is necessary.
