Attach an invoice to a transaction

In the Property Diary area, there is an option called INVOICE DOCUMENT. If you use an external company for scanning documents via the Palace API, scanned invoices will automatically appear here. However, you can also add scanned invoices manually.

By attaching your scanned invoices to actual transactions, owners will get a copy of any supplier invoices that have a matching transaction in the current period when they get their month-end statements.

 

To attach an invoice to a transaction

Enter your transaction as normal (e.g Invoice - Supplier, or Work Order). Make sure you have scanned your invoices as pdf files and you have access to them.

 

To attach the invoice (scanned file):

  • Go to property > current properties
  • Find the property address
  • Click on the property address or click edit on the right hand side
  • Click diary
  • Click invoice document
  • Select an invoice transaction from the supplier invoice drop-down menu
  • Select the tenancy invoice (if required)
  • Click choose file
  • Upload the scanned invoice

Invoice_Doc.png

 

Once attached, the invoice will now be printed or emailed out with the owner's statement at the end of the month.

 

To change the invoice attached to a transaction

In order to change the invoice attached to a transaction you must first remove the link between the transaction and the attached invoice. Then the diary entry is deleted and the replacement invoice is attached to the transaction.

 

To remove the link to the diary entry

  • Go to property > current properties
  • Find the property address
  • Click on the property address or click edit on the right hand side
  • Click diary
  • Find the diary entry for the invoice document you want to change
  • Click on the diary entry to open it or click edit on the right hand side



The diary entry will open

  • Click the red X at the end of supplier invoice or payment expense to remove the document link to the owner transaction
  • Click the red X at the end of tenancy invoice to remove the document link to the tenancy transaction (if there is one - ignore this step if there is no tenancy invoice transaction)



The supplier invoice or payment expense and tenancy invoice fields will be cleared

  • Click save and close



To delete the diary entry

In the property diary

  • Find the diary entry for the invoice document you just edited
    • it will now show property: invoice document only
  • Use the dropdown menu on the right hand side to select delete (you need permission to delete diary entries to do this step)



  • Click delete

 

To attach the replacement invoice to the transaction

Follow the steps under to attach an invoice to a transaction at the top of the page.

 

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