How to handle contractor invoices and transactions

This article looks at:

1. Difference between and invoice on a workorder and a transaction on the workorder
2. How do contractors add invoices themselves
3. How are transactions added
4. How do transactions display
5. How to add a transaction manually
6. How to recharge and pay off a transaction created from the contractor app
7. Where to view all unpaid contractor transactions
8. How to tell Arthur how you want to handle incoming contractor transactions
9. How to view all contractor bills and pay off individually or batch
10. How to now print and email contractor remittances

1. Difference between and invoice on a workorder and a transaction on the workorder statement

An invoice can only be provided by the contractor and it contains transaction/s

A transaction is the financial transaction line on a statement

2. How do contractors add an invoice themselves

1. Uploaded by the contractor to their app. This is linked to How contractors add a document
2. Created invoice via the contractor app – This is linked to  How contractors create invoices

3. How are transactions added

a/ Manually – If a contractor sends in an invoice from outside Arthur the transaction will need to created manually and the invoice uploaded. The transaction type used when adding the trasnaction will be  “Disbursement charge (Recharge)”

Added manually can be within a workorder or not related to a workorder but must be related to a contractor

b/ Via the contractor app– The contractor can create an invoice on Arthur app which when submitted creates simultaneously the invoice and the transaction.  The transaction type used when added will show up as “charge from contractor”

4. How do the transactions display

The two transaction types below show their origin:

1. Disbursement charge (recharge) shows the original transaction was added manually
2. Charge from contractor shows the original transaction was added via the contractor app

5. How to add the transaction on the invoice amount to the work order manually

Go to the workorder>statement>add transaction

In the example below

• Transaction type as below
• Choose contractor
• Payor
• Amount
• Mark up if applicable

6. How to recharge and pay off a transaction created from the contractor app

*Xero users must pay their contractors in the respective accounting software.*

Go To Financials > Unpaid Invoices

There are two options

1. Pay off the charge
2. Recharge to the owner or tenant and add a mark up – Only the mark up shows on the respective statement

• Recharge
• Paid by owner or tenant
• Add mark up

This will now be displayed on the index page as recharged to be paid off

Pay off

In addition to the above invoices can be paid off in

1. The contractor statement,
2. The contractor remittance screen

Contractor statement

Go to Contacts > Contractors > *Click the eye of the contractor* > Statement>transaction>pay off charge

Contractor remittance screen

Go to Financials > Contractor Remittance>transactions

7. Where to view all unpaid contractor transactions

8. How to tell Arthur how you want to handle incoming contractor transactions

To have control of the payor and markups ensure the toggle switch below is unticked otherwise Arthur will simply add all invoices generated this way to the owner account.

preferences>financial settings>toggle switch

9. How to view all contractor bills and pay off individually or batch pay

Go to Financials > Contractor Bills or Unpaid Contractor Bills

In order to batch remit to your contractors you must first ensure the transactions are authorised.

The are two ways contractor bills may be authorised.

Automation authorisation A contractor bill attains the authorised status once the related tenant/property owner transaction is paid off/reconciled or remitted.

Manual authorisation: by selecting a transaction with status funds not reserved you will be taken into another screen where you can then manually authorise it for payment transaction.

Select the relevant transactions that are being paid to the contractor.

Note: transactions with status funds not reserved means either the related tenant/property owner transaction is unpaid or there is not related tenant/property owner transaction for the contractor bill.

Below is an example of a transaction with status funds not reserved. In order to remit you need to authorise the transaction as shown below.

10. How to Print and Email Contractor Remittances

Go to Financials > Unpaid Contractor Bills.

Once you have remitted then Batch print PDF, Share Via Email or Export. Once this is done you should set as paid to clear your list of remittances