The AMSI Powersite and Budget Control Ledger (BCL) Training Manual provides detailed steps on entering invoices. This chapter provides an overview and additional steps that will assure accurate and prompt processing of vendor invoices.
Invoice Dates and Numbers
Invoice Date
Use the actual date of the invoice. For utilities use the “to” date or the read date. Do not use the date the invoice was entered.
Invoice number
Enter the invoice number exactly as it appears on the invoice. If a space, dash or any other symbol is included in the invoice number, include when entering the number in the BCL. Most utility invoices don’t provide a unique invoice number. For utilities that don’t, use the Account number and the Period. If your accountant has given you other instructions, please follow their lead.
For example: If the account number is 12567 and the date is March 2006, the invoice number will be 12567 0306. Do not use meter numbers, unit numbers, addresses or make up a number. Using the same number assists in researching payment history for vendors.
Post Current Amounts Only
Enter current charges only. Do not enter past due amounts unless you have verified with Central Office that the amount has not already been posted or paid. Post only the current amount due. Doing otherwise may result in a duplicate payment to a vendor.
Shut Off and Past Due Utility Notices
Do not post shut off notices or past due notices on utilities. Check BCL postings to verify it has been entered into the system. With a note stating when or if the invoice was originally posted to BCL, fax shut off notices to Central Office Accounting AS SOON AS YOU RECEIVE THEM.
Statements
Do not post! Check the BCL postings to see if the original invoices have already been entered into the system. If you do not find them, send the statement along with your invoices to the Central Office Accounting for reconciliation.
GL Codes
Always verify that the default code is correct for the invoice being posted.
For example:
- A carpet company will default to ‘carpet,’ however the bill may be for vinyl installation.
- A water and sewer bill will default to water. If the bill also includes sewer, amounts need to be allocated to both.
- An electric bill will default to ‘common area.’ If the bill is for a unit, change the code to an account with “Interim” in the description. If the utility company also charges for gas, allocate between electric and gas.
Weekly File Transfer
For each weekly file transfer (as well as the month end file transfer), first verify the information entered by running the “Preview List”. Compare all invoices to this report to ensure the amount, vendor, invoice numbers and dates are correct. Resolve any discrepancies. After you have verified all information, run the “Create File & List”. This process will:
- Print off two reports
- Create the electronic transfer file, and
- Updates the invoices in BCL to show they have been transferred to Home Office.
After all steps detailed in the Powersite Training Manual and above have been completed, carefully follow the remaining steps:
1. Verify the accuracy of all reports
2. Sign the report
3. Sort invoices alphabetically to match the order they appear on the report
4. Attach the Transfer Report (do not submit the Transfer Preview Report)
5. Mail the batch to the Central Office
6. Email the electronic transfer filed named invoice.bcl file to: amsi@cambridgeres.com. See the Powersite Training Manual for detailed steps.
End of the Month File Transfer
For end of the month, follow the same steps detailed in the Weekly File Transfer. The only additional step is that after you have verified all information, run the “Month End Close”. Nothing happens at this point that you will see. This only updates the internal date in BCL and switches the date to the next processing month. No reports will run after the Month End Close step.
If you ever have questions about the posting process or transferring files, please contact your AMSI Helpdesk Peer Trainer before continuing.