ACCOUNTING FAQs

What invoices go to corporate office? – All original utility bills.

When do I enter a PO? – A PO is REQUIRED to be entered PRIOR to purchasing a service (carpet cleaning) or supply (HD Supply)

How often should I complete invoices? – It is REQUIRED 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? - There are multiple ways to enter invoices through Entrata. If using the Entrata DocScan to bulk upload invoices, you may enter up to 25 at a time. Need help? Entrata Assistance | General | Microsoft Teams

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. APPROVED 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? - Posted means that the invoice has been entered and approved for payment. Non-Posted means that the invoice is entered but is over budget or is a capital item requiring approval – you must submit an overage or capital request for your Regional to approve.

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 know if an invoice has already been entered? - Entrata will not allow you to enter duplicate invoice numbers. If you receive the duplicate invoice message, research your invoice. From the ACCOUNTING tab under INVOICES 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 Accounting>Purchase Orders. Open the PO and click More Actions>Delete PO

Who do I contact if I have an unpaid invoice? - First ensure the invoice is in Entrata 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.