Invoices for processing are found in the following 4 locations;

• Invoices inbox in email

• Bills AI Property Me

• Creditor invoices folder in One Drive

• Email direct from Property Manager

 Invoices email inbox

• Strata emails about AGM meetings/minutes – email directly to the landlord.

• Strata emails about maintenance – forward to the PM

• Maintenance invoices or statements and overdue invoices – email directly to the PM and ask if need to be processed.

• Invoices with the ‘Forwarded to invoice automate in PT’ can be archived.

• Invoices or letters about commercial properties - forward to Tahlia tahlia@magain.com.au

• Invoices for properties we no longer manager - forward to the landlord

• Any other invoices after being processed can be archived.  See below with the red headings for each invoice type and how to process.

Creditor invoices in One Drive and invoices emailed direct from Property Managers

• Enter through Property Me > Accounts > Bills

• Any invoice that is processed manually you need to save a copy of the invoice in the Property Folder. 

Maintenance invoices

• Process in Property Me as these are linked to maintenance jobs

Strata Invoices

• These get processed through PMe Bill AI.  Just need to check details are correct (property, amount, due date, creditor, address, Bpay reference) 

SA Water invoices

• This is done through PMe Bill AI.

• Check details are correct (property, amount, due date, creditor, address, Bpay reference) 

• Check tenant lease start date and vacate date.  it should flag automatically if within 3 months either side of their lease dates. If the lease period is covered in the water invoice dates, click on create tenancy invoice.  (check Special Tenant Water Charges alerts and notes below) Check details are correct.  2 weeks due date for tenant invoices.

• If the lease period is not fully covered in the dates on the water bill, delete create tenancy invoice.  You’ll need to invoice this separately.  Save the water invoice in One Drive, Creditor Invoices - Tenants to be invoiced folder so you can go back to this later. 

• Check the Property Manager has not already invoiced the tenant.  (Tenant Folio– Pending or Paid invoices)

• To create a tenancy water invoice, open the Magain City Realty Calculator on One Drive.  Go to tenancy water invoice tab.  Enter in details and date period the tenant is to be charged.  Save to PDF the invoice page and attach the original SA Water bill to invoice folder in the property folder in One Drive.  Label Tenant Copy SA Water and the date. Delete invoice from One Drive Creditor Invoices - Tenants to be invoiced folder.

• Go to Property Me Accounts > Invoices and click on add invoice.  Select Owner and then fill in details (due date 2 weeks, description is SA Water and period dates), account is Water consumption from tenant and attach PDF invoice, then click Save and Next.

Strata Water Solutions (for water and gas)

• These get processed through PMe Bill AI, but they will likely go to Invoices that have Issues section and you'll need to manually enter in the address, reference, description, creditor, amount, due date and click if to invoice tenant or not.

• Charge the landlord the Total Due, but charge the tenant the New Charges only.

Insurance invoices

• These get processed through PMe Bill AI.  Just need to check details are correct (property, amount, due date, creditor, address, Bpay reference)

• Please note Building insurance invoices email to the Property Manager and ask if okay to be processed.

Savant Energy invoices

• These get processed through MRI Invoice Automate. Just need to check the details are correct (property, amount, due date, creditor, address, Bpay reference)

• These will be for water or electricity. When invoicing the tenant just charge the Usage amount only.

Revenue SA invoices

• These get processed through PMe Bill AI.  Just need to check details are correct (property, amount, due date, creditor, address, Bpay reference) 

• If there are properties listed that we don't manage, check with the Property Manager first before processing the full invoice.

Council Rates invoices

• Open invoice, check in recurring invoices (Trust and Reports – Transactions, Recurring Invoice Summary) if it’s active and already in there.  If yes, check the details are correct (amount, due date, creditor, address, Bpay reference)  If not correct, amend.

• If invoice is not in recurring invoices, enter manually to PMe Bill AI.