Section 6 – Attach Invoice Image & Submit Batch Report Accounts Payable Section 6 – Attach Invoice Image & Submit Batch Report

Attach Image Now that we have entered an invoice, We are now using the “Attach Images” feature at M3. This wonderful feature eliminates the old- fashioned practice of xeroxing invoices, and decreases postage expenses. Most importantly, the corporate office may pull up such images anytime – cutting down research times.

Click “Attach Images” on top of your screen.

Choose the first option “Scan Documents for Selected Invoice”.

A separate window like below will appear A separate window like below will appear. At this time, place invoice in the scanner.

The scanner will start scanning without you pressing any buttons. Once an invoice is scanned, a preview window shows you how it looks like on screen. (Nevermind about a poor image quality – it is just a preview.) Click “Save” to accept.

An invoice with an image attached has a logo like this one An invoice with an image attached has a logo like this one. Refresh your screen before you can see this logo.

Home office will not post any invoice without an image attached. The next 3 slides show you how to run an Image Exception Report, making sure that all invoices are in fact attached with images.

To run an Image Exception Report, click “Report” on top, then choose “Image Exception”.

There are several options to choose from There are several options to choose from. Choose any options or time frame that fit your need.

Any invoice without an image attached will be listed in this report.

Batch Report To generate a batch report, click “Report” on top, then choose “Batch Invoices”.

Pull down the “Invoice Type” drop down bar, and choose “Pending”

Choose the “Accounting Period Date” button Choose the “Accounting Period Date” button. Enter the starting and ending period date for such batch.

As discussed in training section 3, properties are recommended to batch their invoices every Friday, and use such Friday’s date as the period date. When running the batch report, the starting and ending dates will be the same: that Friday’s date.

By checking this box, you will only display invoices entered by you.

The batch report will display. Print it out. To ensure accuracy, compare all entries against invoices. The batch report shall be signed off by the General Manager. Per internal audit, the General Manager is not required to sign each invoice.

Manager’s Check Register If you have written any Manager’s Checks during the week, you shall also create a check register for it.

On the left hand side of your screen, choose “Check Writer” module.

Click “Report”, then “Check Register”.

Make sure you are running a register for the correct account Make sure you are running a register for the correct account. Starting date will be the past Saturday. Ending date will be this batching Friday.

Click “Show Report”. The check register will display. Print it out. To ensure accuracy, compare all entries against invoices. The check register shall also be signed off by the General Manager.

Submit Batch Report The signed batch report and check register (if any) shall be scanned together as one pdf file. Name the pdf file as: XXX APB YYYY-MM-DD XXX is your property code; YYYY-MM-DD is the date of the batch report.

Upload such pdf file at the Prism file sharing web site, under the “Accounts Payable” section.

There is one other way to scan invoices There is one other way to scan invoices. The previous way I showed you is good for scanning one invoice at a time. There is another method that allows you to scan multiple invoice images at once which is helpful if you have a large batch.

After an invoice has been keyed in and the Save button pressed, click on Print and choose Invoice Scan Separator Page. Take that separator page and place it in front of that invoice.

Continue keying in the invoices you have left and placing the separator page in front of each corresponding invoice. Once you have completed all invoices you are now ready to start scanning. Place the stack of invoices with their scan cover pages into the feeder. In M3, select Attach Images and ‘Scan Documents for Multiple Invoices’.

Watch the scanner to verify all invoices are scanned and one does not accidently get stuck behind another piece of paper. When the scan is complete you have a chance to review that each page went through successfully. If any pages are blank (ie the back side of an invoice) you have the option to delete that page. Hit Save once all images have been verified and you are done!