Adding an expense invoice against an account that is set up as an on-charge account will allow the invoice to bill the tenants automatically.
When creating a new expense for an on-charge item, the process is similar to creating a regular expense.
Add New Expense Invoice
1. Click on the 'New Expense Invoice' button to add a new expense invoice.
2. Enter the Invoice details.
- If the account selected is one that has been set up for direct on-charge for the selected property, you will be given the option to create on-charge invoices for all tenants.
- An option will also become available to hold the invoice until all on-charge income invoices have been paid by the tenants. Once these are all paid, the expense invoice will be automatically approved and made available for payment. If you would like to hold the invoice back, check the option. (Note that the invoice can be manually approved at any time once the invoice is created.)
Generate Direct On-charge Invoices
Once the expense invoice is saved, you will be taken to the Generate Invoices page which shows you the invoices that can be generated to pass the costs on to the tenants. The percentage values will default to the values entered when the Direct On-Charge was originally set up for the property. To generate an invoice, click on Generate invoice. You can reduce the percentage or amount to 0 for any of the tenants if you don't want to on-charge the expense to them.Click the link on the invoice number to access each of the on-charge invoices from the expense invoice, or click the View On-Charge Invoice option from the drop-down menu to go back to the Generate Direct On-Charge Invoices screen.