CAPITAL AND NON RECURRING
Any item that is not in the operations budget but being coded to capital (or non-recurring based off of where the money in your budget is which is the 7000 codes) you fill this out entirely, put in the BODY of an email, and attach the quote / bids. Should the invoice come in at more, and not match the purchase order amount approved, you need to send the correct variance to your regional. The format used is below and is filled out as an example:
PROPERTY NAME: Your property name
MANAGER: Your name
PROJECT MGR: Do you have a rehab person? If NO, leave blank.
REGIONAL MGR: Regional’s name
CAPITAL ITEM(S): Carpet- bedrooms only
UNIT NO: A-1
FLOORPLAN: 2.1 (The Onesite Floorplan- no variation)
VENDOR: H&T
PO#: 1125
GL Code: 7025 Capital Carpet / Vinyl
AMOUNT: $502.36 (expense will be for October)
BUDGET: $500.00
BUDGET: $500.00
VARIANCE: -2.36
EXPECTED MOVE OUT: 10/01/2015
PRIOR NER: 683.00
NEW NER: 799
APPROVED NER: 799
NOTE: THIS IS AN OCTOBER EXPENSE, WILL CHARGE CARPET BACK TO TENTANT.
INVOICES WITHOUT INVOICE NUMBERS
Follow the same invoicing steps as previously listed for all other invoices, EXCEPT invoice number. Enter invoice number use the following information for the invoice number.
VENDOR ABBREVIATION – INVOICE DATE – PROPERTY NUMBER
Example: Vendor Tim Hawkins invoice with a date of 4/1/2015, property 702 Your invoice number would be: TH-040115-702
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