ACCOUNTING FAQs
What invoices go to corporate office?
– All original utility bills.
When do I enter a PO? – A PO should ALWAYS be entered PRIOR to purchasing a service (carpet cleaning) or supply (HD Supply)
How often should I complete invoices? – It is recommended to post invoices as they are received daily. ALL utilities should be entered and mailed corporate within 24 hours.
How many invoices can I scan at once? - You may only scan one invoice at a time. If you scan more than one at a time, accounting is unable to separate them out.
What do the statuses of the POs mean? - PENDING means the PO is over bud-get and will need your regional’s approval prior to purchase. OPEN means that the purchase is within budget and you are ok to purchase (not on capital items). CLOSED means that the PO has already been invoiced.
What does the status of the invoices mean? - Ready means that you have in-voiced the item(s) but your purchasing date has not been advanced and your invoice is not viewable to the corporate office. Transmitted means that you have invoiced the item(s) and the corporate office can view your invoice but payment has not been paid. Paid means that a check has been cut, click on PAID to review the details of the payment (check #, date, amount).
How do I include tax? - This is easy if all item(s) are in the same GL code; add the tax to an item. If the item(s) are in different GL codes, the tax must be figured based on the amount of each item.How do I see if a vendor’s check has been cut? Purchasing– payment– vendor.
How do I know if an invoice has already been entered? - Onesite will not allow you to enter duplicate invoice numbers. If you receive the duplicate invoice message, research your invoice. From the INVOICES tab under purchasing you can search for invoices. You can search by invoice number, date, amount, or by vendor.
What do I do if I don’t need an item(s) I have put in a PO for? - Locate the PO in purchasing, Click more beside the PO, click void, enter reason for voiding PO.
Who do I contact if I have an unpaid invoice? - First ensure the invoice is in Onesite and that payment has not been made. Once you have verified this, contact your accounts payable to request payment to be made.
What if I get an invoice that does not have a PO entered? - The only time this should happen is with utility bills. You enter the PO as normal.
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