The Finance page provides a centralized view for managing invoices, levies and generating reports. It allows users to track invoice statuses, view payment details, and take necessary actions on pending approvals.
Located on the left, this panel provides quick access to different finance-related sections, including Invoices, Levies, Reports, and Processing.
Contents
Invoices
The Invoices page serves as an efficient hub for financial management, allowing users to monitor, approve, and process invoices seamlessly. With clear status indicators, approval tracking, and bulk actions, it enhances workflow efficiency and financial oversight.
Strata Managers have access to various tools and features to streamline invoice management, including the approval process, bulk actions, and record-keeping.
Strata Managers can use the search bar to find an invoice uploaded to the Invoice page.
Upload an Invoice
Strata Managers can upload an invoice to the Invoice page by clicking the '+ Invoices' button on the top right of the page.
When the 'Upload File' window opens, "drag and drop" the files onto the shaded area or click 'browse' and select one or more files to upload.
Add the plan number and click 'Upload'
Page Filters
To enhance efficiency, 'Special Markers' allow users to filter invoices easily:
For My Approval – Displays invoices assigned to the user for review and approval.
All Invoices – Shows all invoices within the organisation.
Prioritised – Highlights invoices marked as high priority to expedite processing.
Favourites – Contains invoices saved for quick access. Favouriting invoices and documents enables Strata Managers to retrieve important files effortlessly.
Deleted – Lists all invoices that have been removed.
The 'Status' section categorises invoices based on their current stage
Invoices can also be filtered by Plan Number, Invoice Number, Provider, Invoice amount, Approver and Added Date. Multiple filters can be applied simultaneously for a more refined search.
List View
This invoice view displays essential details such as Plan Number, Provider, Status, Invoice Number, Amount, Date Added, Approvers, and Time in Queue.
The Provider column aside from the name shows if the ABN is invalid
The Status column highlights whether an invoice is under review, cancelled, or skipped
The Approvers column shows the users responsible for reviewing the invoice
A search bar at the top allows users to locate invoices using specific keywords.
Each column has sorting options enable users to arrange invoices based on different attributes like provider name, date added or amount.
To change the view to List. Click the bullet icon on the top right.
If no other view is selected, the Invoice page defaults to List View.
Expand Row Items
The Expand Row Items view shows each invoice row item on the page including additional information related to the description, GL code, Group Code, and amount.
Grid View
Strata Managers can view documents in Grid View, displaying a file preview with the file name beneath it.
In Grid View, Strata Managers can also rotate documents for better viewing.
Bulk Actions
Users can select multiple invoices and apply bulk actions, such Delete, Export, Remind Action User, Mark as Priority, or Approve.
Delete – Users can remove multiple selected invoices simultaneously, helping to clear out outdated or incorrect records from the system.
Export – Selected invoices can be exported for record-keeping, reporting, or sharing with stakeholders.
Remind Action User – If an invoice requires further action from a specific user, this feature allows users to send a reminder notification, ensuring timely approval and processing.
Mark as Priority – High-priority invoices can be flagged to expedite processing.
Approve – Users can approve multiple invoices at once, significantly improving efficiency and reducing the time spent on individual invoice approvals.
Levies
The Levies page is a centralized location where all levy-related records are managed, tracked, and stored. Strata Managers can efficiently oversee levy payments, access detailed records, and ensure financial transactions related to levies are properly maintained.
Upload Levies
Strata Managers can manually upload levies to the portal by clicking the '+ Levies' button on the top right of the page.
When the 'Upload File' window opens, "drag and drop" the files onto the shaded area or click 'browse' and select one or more files to upload.
Add the plan number and click 'Upload'.
Once uploaded, owners and committee members automatically receive notifications when a new levy notice linked to their lot is added to the Document page. Notifications are sent via email and through the app.
Search Bar
Strata Managers can use the search bar to find a file uploaded to the Documents page.
Search for available filters using key information about the file, such as the plan number or contractor name.
On the left side of the page, users can apply multiple filters to refine their search.
Under Special Markers, they can filter by All documents, Favourites, and Deleted.
Levies can be filtered by Plan Number, Lot Number, and Added Date. Multiple filters can be applied simultaneously for a more refined search.
Reports
The Reports page in the Finance module provides users with access to generated financial reports, allowing for efficient tracking and management of financial data. This section enables Strata Managers and administrators to view, filter, and manage reports.
Generated Reports Overview
Users can view a list of all generated reports, which can be searched and filtered for easy access.
Reports are displayed with relevant details such as associated plan numbers, lot number, created date, at this date. A preview of the page is displayed on the left side of the screen.
Search and Filter Options
Users can quickly locate reports by entering keywords in the search bar.
Filters include:
Plan Number: Allows users to search reports based on specific plan numbers.
Added Date: Enables filtering reports within a selected date range.
Generating a New Report
The New Report modal allows users to generate reports. They can specify a Plan Number and Report Type. A date selection field enables users to define the report's timeframe.
If preparing for an AGM, click the 'Annual General Meeting Reports' check box. This will automatically generate the reports required for an AGM.
Key considerations:
Financial reports are generated in real-time and may take some time to process.
Strata Role reports cannot be combined with other report types.
Viewing and Managing Reports
Once a report is selected, the detailed document will be displayed on the right side of the screen.
Users can download, share, or archive reports as needed.
No Reports Found Message
If no reports match the selected criteria, the system will display a message indicating that no reports are available.
Processing
The Invoice Processing page provides an overview of incoming invoices and their processing status. Users can view and monitor all emails sent for Invoice Processing to their Organisation. This provides transparency and control over Invoice Processing services, including Smart Invoice Extraction.
Search and Filter Options
Users can use the Search Bar to find pertinent information for a specific email or emails.
On the Invoice Processing page, users can view the sender's email, recipient's email, subject, time and date received, processing status, attachments , extraction status, invoice status, and the creditor name.
Filters include:
Processing Status: Indicates whether the processing status of the invoice is Finished, still Processing, missing an attachment or the organisation of the invoice is not found.
Extraction Status: Displays whether the invoice data extraction is Completed, Split, Extracting, Pending, Uploading, Skipped and Failed
Date Received : Allows users to filter invoice by a specific date or a by date range.
Export
Users have the option to export invoice processing data for further analysis.
They can apply filters based on processing status, extraction status, and date received to refine the selection.
After selecting the relevant invoices, click Export
Then Confirm to proceed.
Once confirmed, a new invoice processing report will be generated and sent to the user's email address. The processing time will depend on the size of the data.
Strata Managers should contact us with any further questions regarding this process.
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