The Role of the First Approver
First approvers are the users who are selected to review an invoice before all other approvers. They must validate and code the invoice before it's passed to the other approvers.
Every building has a first approver. The first approver can be different for each building or the same across the Organisation's portfolio. First approvers can be changed at any time.
The first approver will receive email and in-app notifications when there's an invoice that requires their approval.
Contents
Approve an Invoice
To approve their invoices, first approvers should navigate to the Finance page and select Invoices.
Click 'For my approval' to filter by invoices currently assigned to you to approve.
Click anywhere on the invoice row to open the invoice
The first approver should review the following:
Building Details
Check the invoice is for the correct building and that it has sufficient funds to pay the invoice
Creditor Details
Check the correct Creditor has been selected.
Note: Creditor details can't be edited here as this information comes from Strata Master. Approvers can only select a different creditor.
If a different creditor is required, select the edit function. If there are multiple matching ABNs in Strata Master, look approvers can select the correct one from the Strata Master Creditor Name or Payment Method dropdowns.
Invoice Details
Check all the invoice details including the invoice amount, GST amount, invoice date, and invoice number.
Select the edit function to start editing the invoice details if required.
Lot no., PO no., and Due Date are optional fields.
Transaction Date only applies if enabled for the organisation and will default to the invoice date. This is the date that will appear on the transaction in Strata Master.
Row Items
To add GL codes to the invoice, scroll down to Row items then select '+ New row item'. The GL code drop-down will display the five most recent GL codes for the building. Prefixes for the budget fund are displayed as Admin, CWF (Capital Works Fund) or All.
Multiple GL codes may be added.
Select the GL Code or codes then enter a description and amount for the item. If the invoice is linked to a job, the job title will auto-populate in the description box.
If there's a Goods and Services Tax (GST) for the creditor, it will be automatically updated.
Continue adding row items by clicking '+ New row item' until all invoice items have been allocated.
Cancel an Invoice
After completing their review, first approvers may decide that an invoice should be cancelled. Cancelled invoices can no longer be processed for payment.
From an assigned invoice, click Cancel on right next to Approve.
Or the three black dots at the top right and select 'Cancel'
Enter an optional note for the provider and click 'Cancel'
Reject an Invoice
First approvers should reject an invoice if there are errors that need to be corrected by the Service Provider. This option is only available if the invoice is linked to a Job in the Portal.
From an open invoice, click on the three black dots at the right of the screen and select 'Reject'.
Enter an optional note for the Provider and click 'Reject'.
Providers can update the information based on feedback and resubmit the invoice for approval.
Duplicate Invoices
When an Invoice has been identified as a duplicate, a duplicate symbol appears beside the invoice number on the Invoice list. An open invoice shows a warning under the status.
List View:
Invoice Page:
Approvers
The approvers for the invoice show under Approvers.
Users can view the building's Invoice Rules or send a notification to remind the current action user to review and approve the invoice.
Shared With
In this section the first approver has the ability to:
- View the users or user groups with whom this invoice is shared
- Initiate a chat with users who have access to this invoice
- Modify the sharing settings of this invoice
To start a chat click the message icon. The plan number, chat type, and subject populate automatically, though the subject can be edited if necessary. First approvers are able to add users individually or by group. Once users are added, enter the chat details and select Create new chat.
Once created, the chat and any replies will appear in a side window when the chat icon is selected.
To edit who the invoice is shared with, click the 'Edit' button, then select all Committee Members for the building, all lot Owners for the building, or select individual users.
Save any changes you've made.
Strata Managers should contact us with any further questions regarding this process.
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