Document Workflow - Scanning and Processing Explained

Overview

This procedure will cover the scanning of barcodes for Water Rates, Council Rates or any invoice with a barcode. It will be the same instructions for other documents shortly.

If you go through any outside document scanning solution, there is a separate help file.

Set up document scanning

Please notify us by emailing the support team when you are ready to get this set up.

You must have a dedicated email address (could be more than one but we must be notified of this) at your end where the invoices will be coming from.

This will then be set up and we will notify you when it has been completed.

You can email from your water suppliers or you can scan and attach it to an email. They are then emailed to invoices@getpalace.com. When you attach your invoices, they must be a.) in PDF format and b.) must be individual, you can attach more than one but it cannot be a single PDF document with multiple different invoices.

Palace will check for invoices every ±10 minutes, so they will appear within no time.

Find scanned invoices

At the top of your screen, you will see an icon like a document and it will show a number (as below) - This is the number of invoices that are waiting to be processed.

Doument_Flow__1_.png

Click on the Icon and the following screen will appear

Document_Flow.png

The screen shows all the invoices that are awaiting an action depending on the colour it is highlighted. See below for a description.

The colours mean the following

  • Yellow - Exception: This is Palace highlighting that someone is wrong like a tenant has vacated or something, you can approve these yourself or you can mark them for approval and they will be sitting in the Approval tab on the dashboard
  • Green - Approved and ready to Process
  • White - No approval needed and ready for processing
  • Red - Has an exception on it but not in the approval process

The buttons across the top mean:

  • Process - This will process through to the transaction screen any invoice you have ticked
  • Approval Log - This is a list of all invoices within the date range that have been approved and by whom.
  • Send for Approval - If you have any lines in Red, you may want to select them and send them through for approval
  • Add Fixed Charge - This is for water and allows you to put in an amount as the fixed charge for the owner
  • Remove - This will remove the Invoice and charge from this area
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