View & Manage Invoice Rules

Building Rules are rules set for Invoice Processing and Document Management. The Invoice Rules determine the Organisation employees that are internal approvers and Building Contacts that are external approvers. Invoice Rules govern the Invoice review and approval process, identifying a clear channel of internal and external approvers.

These rules can be updated to reflect changes in the management and operations of the Building. Strata Managers can view and make changes to the Invoice Rules on the Building Profile.

Only the Strata Manager of a Plan and Organisation Admins can update these rules.

Contents

• View the Invoice Rules and History Log
• Managing Invoice Rules

View the Invoice Rules and History Log

Strata Managers can view the Invoice Rules by going to the Buildings page (Buildings Icon ) and searching for the Plan Number or Address. Click the Address of the Building to go to the Building Profile.

To view the Invoice Rules from the Building Profile, click the 'Building Rules' link.

Strata Managers can view the History Log of the rule to see all changes that were implemented, who made the change, and the date the change was made.

Invoice Rules may also be viewed on an Invoice page.

To view Building Rules on the Invoice page, select the 'View All' button next to Popular Documents on the Building Profile. Click the 'Invoices' tab and select an Invoice from the list by clicking the Contractor name. When the Invoice page opens, scroll down and look for the Approvers box. Hover the mouse over the More Info Icon to show a list of colour-coded actions that selected approvers have taken. Click the 'View Rules' link to view the Building Rules.

Note: Clicking 'View Rules' will allow Strata Managers to view the Invoice Rules but not make changes. If updates are needed, go to the Building Rules from the Building Profile.

Managing Invoice Rules

Strata Managers have many options to manage Invoice Rules:

Stamp Approval

Switch the toggle to change whether 'Invoices are required to be stamped by Building Managers/Committee Members prior to being processed'.

When the toggle is green, the rule is applied. When the toggle is black, the rule is inactive.

Selecting this option will flag an invoice on the invoice page to alert Internal Approvers of the rule that a stamp is required.

Internal Approval

Internal Approvers are users that review and approve invoices on behalf of the building, for example, those from the Strata Organisation or Building Managers. 

To make changes to the list of approvers, click the 'X' beside the name of an approver to delete. Then click the drop-down, scroll down the list and click the name of an approver to add.

Select a 'First Approver' from the list of Internal Approvers.

External Approval

If the toggle for 'Require external approval' is on, invoices for the building require external approval. External Approvers are building contacts from Strata Master, such as the Treasurer, other Committee Members, or even Owners.  

Update the minimum invoice amount required for an invoice to be reviewed by entering a new amount in the 'Total amount is greater than or equal to' box. 

Update the number of external approvers required to vote for an invoice to be approved by entering a new number in the 'Number of external voters required to approve' box. This number must be less than or equal to the number of names listed under 'External approval required by'. Names listed in this field are all the external approvers that will be sent the invoice to review, noting that they may not all need to click 'Approve' on the invoice depending on the required number of voters. 

When an invoice is sent for approval it will go through each nominated internal approver one at a time, then all external approvers at once. Once the required number of external approvers approve the invoice, the data will be exported to Strata Master for payment. 

When changes are made to the Invoice Rules, all outstanding invoices will reset to the beginning of the invoice approval process. 

Note: The approvers must have an associated User Profile before they can be added as an approver of an invoice. Building Managers can be invited from the Building Settings page and Committee Members can be invited from the Contacts page.

For more information, please see How to Bulk Approve Invoices, View and Bulk Cancel Duplicate Invoices and Schedule an Invoice for Payment.

Strata Managers should contact us with any further questions regarding this process.