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How do I create an invoice for payment?

1

Navigate to the Payments tab

2

Select Create Invoice in the top right hand corner

3

Choose the Lease

The Currency will default to the currency entered into the Lease.
4

Choose the Contact from the Payable to list to address the payment to

5

Enter the Invoice received date

6

Choose who will populate the invoice

Choose who will populate the invoice with the remaining required information — select a user from the Assigned to drop-down list (e.g. Spacebase, if the Abstraction Team supports creating invoices on your behalf).If you choose your company name, another field will appear to choose a user under Assigned to user.
7

Add a Description or any relevant notes

8

Upload any applicable files

For example, an Invoice PDF if received.
9

Select Create Invoice

This process will prompt the rest of the Invoice fields to be completed by the user that the invoice has been Assigned to. They will receive an email to update the invoice with the remaining details required.

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What does the Assigned to user need to complete for the invoice to be ready for payment?

In the newly created Invoice:
1

Select Edit Invoice

2

Add the Invoice number

3

Edit any fields that were originally selected during the creation of the Invoice

4

Enter the Date due

5

Enter the Invoice date, if applicable

6

Update the Status, if applicable

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Update the Assigned to, if applicable

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Edit the Description

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Select Update Invoice

10

Select the Edit Expenses button

11

Filter the expenses

Ensure the Start date and End date are appropriate for this payment. Additionally, you can filter by Expense Category. Once you have updated the fields, select Filter.
12

Select the expenses

In the Unselected Expenses box, you can select individual expenses by clicking on the grey check mark circle at the start of each row, or press Select All. Any selected Expenses will move to the Expenses box.
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Add a Tax code from the drop-down menu, if applicable

14

Optionally add expenses not in the Lease

You can select Add expense to add additional expenses not in the Lease.
15

Press Update Expenses

16

Mark the invoice ready for approval

The Assigned user should now Edit Invoice and change the Status to Ready for approval.

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How do I approve the invoice and prompt the system to send the invoice for payment?

Under Invoice Actions, select Approve Invoice. To record payments, there are three methods:

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Manually record the payment information

  • In the Invoice, navigate to the Payments section.
  • Click on Edit Payments.
  • Add the Payment number, Date, and Amount.
  • Select Add payment to add additional payments.
  • Select Update Payments.

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Import payments from a file

  • In the Invoice, navigate to the Payments section.
  • Select Import Payments.
  • Select Choose File and upload the applicable CSV template.
  • To obtain the CSV template: on the Invoice page, select Export Payments to save the CSV Template.
  • Open the Template in Excel and update the information.
  • Select Import.
  • The screen will navigate back to the Invoice page, with the new payments added.

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Automated from your ERP

See ERP / AP Integration on the Payments overview page.
Once the sum of the Payments is equal to or greater than the Total Approved Invoice amount, the Status of the Invoice will change to Paid.

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How do I manage Taxes, Tax Codes, and Tax Rates?

1

Navigate to the Company tab

2

Select the Company Settings tab

3

Select the Tax Codes tab

4

Select Create Tax Code

5

Add a Code

In the Code field, add a short descriptor for the type of tax (e.g. “UK-VAT”).
6

Select the Tax type from the drop-down list

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Check the Is recoverable box if applicable

8

Enter a Description, if applicable

9

Enter notes, if applicable

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Enter the City, State/Province, and Country

11

Select Create Tax Code

To edit a Tax Code, select the row, update the fields, and select Update Tax Code. Next, you will need to add a Tax Rate to the Tax Code. This is important, as tax rates change, you maintain one Tax Code with different Tax Rates at different periods of time.
1

Navigate to the Company tab

2

Select the Company Settings tab

3

Select the Tax Codes tab

4

Select Create Tax Rate

5

Select the applicable Tax Code from the drop-down list

6

Provide the Rate

7

Provide the Start date

8

Select Create Tax Rate

You will now see the Tax Code updated with the Latest Rate populated as the most recent Tax Rate from the table below. When you add a new Tax Rate with a more recent date, the Latest Rate will update to the most recent Tax Rate. To edit a Tax Rate, select the row, update the fields, and select Update Tax Rate.