Invoice Processing for Vendor Work Orders and Repairs
Purpose: To pass vendor work order and repair invoices through MaxTrac to AMI’s
Financial Team.
Procedure:
1.
The invoice is received, opened, and stamped with the date the invoice is received by
AMI as well as by the mail room. The stamp also indicates an area for the manager to
sign and code the invoice.
2.
The invoice is then given to the Community Manager for verification, approval, and
coding. If the work completed was picked up on a previous inspection, the
Community Manager needs to verify on the next visit to the community that the work
has been completed in a satisfactory manner, and only then may the Community
Manager authorize payment by way of signing and coding the invoice.
3.
The Community Manager then gives the approved invoice to the Service Specialist
for processing.
4.
If the invoice relates to interior repairs and/or work performed as a result of an
owner/resident calling the service request into our offices, the Service Specialist needs
to call the owner/resident who reported the work and verify with them that they are
satisfied with the work performed by the contractor. If the Service Specialist is
unable to contact the owner/resident after three attempts of calling them, the Service
Specialist is to send, to the reporting owner/resident, a Certificate of Completion with
the accompanying letter stating that if AMI does not hear from them within 10 days, it
will be considered that the work is satisfactory and the contractor will be paid.
5.
If the vendor provides the Service Specialist with a Certificate of Completion that has
been signed by the homeowner, attach the certificate to the invoice and give it to the
Community manager for coding and approval.
*Note: A Certificate of Completion is primarily used by Multi-Family and high Rise
in instances where the Association is responsible for repairs within an owner’s unit.
See Appendix for a sample Certificate.
6.
On receipt of an approved, coded invoice, the Service Specialist needs to open the
service request that the invoice pertains to and update it with information stating when
the invoice was received and who approved it. Note the invoice number, date,
amount, and nature of invoice in the comments section of the service request.
pg. 1
7.
In MaxTrac, go to the service request and perform the following steps to pass the
invoice on to the Financial Team.
8.
Click on the “Invoice” tab at the top of the Service Request.
Select the appropriate “Contractor”, input the invoice date and amount to be paid.
pg. 2
**Helpful Hint**
Enter the invoice number and special G/L code, if one exists.
pg. 3
9.
If there is a warranty on the work follow this step to enter the warranty information
and set a warranty Reminder. If there is no warranty skip to step 10.
In the ‘Warranty Date’ field, input or use the calendar icon to set the date that the
warranty will expire. This is usually 30, 60 or 90 days after the work has been
performed.
In the ‘Warranty Reminder Date’ field, a date that is 2 to 3 weeks prior to the date that
the warranty is to expire.
When the Reminder is due, the work must be checked by the AMI management team
to ensure that it is still in good condition. If the work is in a unit and cannot be
checked on a routine visit to the community, the Community Manager or Service
Specialist needs to either communicate with the owner to confirm the condition of the
work or arrange an appointment with the owner to check the condition of the work.
If the work is determined to not be in adequate condition the vendor or contractor
needs to be informed immediately to fulfill the warranty conditions.
pg. 4
10.
The amount to be billed back to the owner will automatically reflect the amount of the
invoice to be paid. If an amount greater than or less than the invoice amount is to be
billed back to the owner, make sure to change that amount to be billed back in the
appropriate field. Click “Update”.
11.
The Service Request screen will appear. Click on the “Reports” tab at the top of the
screen to print a copy of the invoice and attach it to a printed copy of the service
request.
pg. 5
Select “Invoice Copy”.
The invoice function screen will appear – verify it is the correct service request then
click “Submit”.
pg. 6
12.
A PDF file of the invoice will be generated. Print out the invoice.
13.
Staple the invoice copy service request to the back of the original invoice. The
Service Specialist will stamp the invoice with “ENTERED,” and give the hard copy
invoice to the Association’s Accounts Payable Specialist.
14.
Update the service request stating that the invoice has been passed for payment. The
service request may then be closed.
pg. 7
Appendix
Certificate of Completion/Satisfaction
Association Name:________________________________________________
Resident’s Name: _________________________________________________
Job Address: ____________________________________________________
Work Preformed: _________________________________________________
Contractor Name: ________________________________________________
Resident: The above referenced company was contracted by your Association to perform the work
specified. The work was to be performed in an orderly, workmanlike manner and completed to your
satisfaction.
In order for the contractor to receive payment, this certificate must be signed by you and returned to
Association Management, Inc. by the contractor with their invoice.
ONLY SIGN THIS RELEASE IF ALL SPECIFIED WORK HAS BEEN COMPLETED
TO YOUR SATISFACTION!
Good contractors are hard to find and we would be pleased to receive your comments in the space
provided below about the contractor and their performance in your home.
This is to certify that the above-specified work has been completed to my/our satisfaction.
Signature: ______________________________
Date: ________________
Comments:
pg. 8