Recording supplier invoices

When work is carried out at a property, you will normally receive an invoice for that work from the supplier/contractor. The supplier will need to be paid for that work, and in turn, you will need to re-coup the cost of the work from the landlord.

In the 10ninety the system, these two steps are represented by:

  • Supplier invoice – details of the actual invoice that you have received from the supplier
  • Property expense – deducted from the rental income in the landlord’s next statement

Recording details of an invoice received from a supplier

  1. From the supplier’s list, click “Add Invoice” against the relevant supplier. You will be taken to a form with two sections – the first (“Invoice Details”) is for recording details of the supplier invoice; the second (“Expense”) is for recording details of the property expense.
  2. Enter the supplier invoice details in the “Invoice Details” section – amount and date are the minimum required fields
  3. Enter the associated property expense in the “Expense” section:
    • To select the property, start typing the address or reference of the property and select the correct matching property
    • To link to the maintenance job for the work carried out (if logged in the system), select the job from the drop-down list
    • Amount – if the expense amount is to differ from the supplier invoice amount, it can be overridden here. If the amount is the same, the expense amount field can be left blank.
    • Expense Type – the system support three types of expense:
      • Property expenses (default): payable by the landlord of the selected property
      • Tenant expenses: payable by the tenant of the selected property
      • Office expenses: these are office costs that cannot be reclaimed from any clients

Recording a supplier invoice from a maintenance job

You can also record an invoice from a supplier/contractor from the corresponding maintenance job in the system:

Supplier invoice actions

Once the invoice has been recorded, various further actions can be performed:

  • Mark As Paid: once the supplier has been paid, click this link to remove it from the “Unpaid Supplier Invoices” alert
  • Remittance Advice Letter/Email: once the invoice has been marked as paid, you can send a remittance advice email or letter to the supplier, confirming payment.
  • Add Expense: any number of additional expenses can be created from the supplier invoice (for example, if the invoice covered work at several properties)
  • Link Existing Expense: if an expense had been created separately to the supplier invoice, and you now want to associate that expense with this new supplier invoice, you can do so by clicking “Link Existing Expense” and searching for the expense by reference, property or tenant.
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