Invoices

The Invoices page displays if Allow LX Invoice is turned on in the Manage Company page of your firm. The Invoices page applies to contracts in the Contracts module and does not apply to Project Management invoices. This lists landlord invoices or receipts that have been allocated to transactions using the Import Invoice dialog on the Transactions page.

Navigate to Contract > Payment Info > Invoices in the navigation pane on the left side of the page.

Select an invoice to display allocation information:

• Invoice Number

• Notes: The Remit Message entered on the Import Invoice dialog.

• Vendor

• Vendor Name

• Service Start Date

• Service End Date

• Due Date

• Document: Invoice document used to allocate payment transactions.

• Landlord Invoice Items: Lists the invoice line items including Amount Allocated and Line Item Amount.

Once a transaction is fully allocated, Is Reconciled in the Landlord Invoice Information section of that transaction changes to Yes. The invoice is then removed from the Payment Transaction section of the Invoice Review window.

Import and reconcile a rent invoice

Rent often needs to be paid before a landlord’s invoice is received. In these cases, Lucernex payment transactions are generated first, and the associated expenses must later be matched to the landlord’s invoice.

Instead of using a lengthy manual process to reconcile transactions, upload a PDF invoice and extract its details by using the Add Item option. Lucernex automatically compares the invoice with transactions on the contract and identifies potential matches that you can review and verify.

To use this feature, contact Accruent Support to request that Allow LX Invoice is turned on in the Manage Company page of your firm.

If your organization uses custom layouts, you may need to recreate your layout to display the Import Invoice button.

Additionally, Lucernex supports portfolio-based invoice matching as an optional configuration. When turned on, changes made to expense group, expense type, and category mappings for an invoice line item are reused across other contracts that belong to the same portfolio. When turned off, invoice matching behavior remains contract-specific and training is applied only to the current contract.

This feature uses AI to analyze invoices and match them with Lucernex data. Verify the information before confirming changes.

To use this feature, contact Accruent Support and request that enablePortfolioInvoiceMatch is turned on in your firm.

1. Do one of the following in the Contracts module:

   • Select Payment Info > Transactions, then select Import Invoice.

   • Select Payment Info > Invoices, then select Add Item.

2. If you have not uploaded the invoice PDF on the Documents tab:

   1. Select the folder to upload to.

   2. Select Upload.

   3. Complete the dialog that opens:

      • Description

      • File Type: Document.

      • Author: Author of the document.

      • Release Document Immediately: Select to make this document immediately available to everyone. Cleared to make the document only visible to you.

      • Send email notifications?: Select to send a notification to anyone who is a member of the folder where you are uploading the document. Add Recipients and complete the Email Title and Email message.

      • File Name: Select Choose Files and select the PDF to upload.

   4. Select Upload.

3. Select the PDF and select Analyze Document.

   If the invoice was previously analyzed, Analyze Document uses the stored results. To force the invoice to be reprocessed and discard previously trained values, select Clear Cache and Analyze.

   The Invoice Review dialog opens. When analysis is complete, select >> to expand the Analyze Invoice Document pane to fill the screen. Select << to collapse it.

   Select Previous, Next, Rotate (°), Zoom In, Zoom Out, and Reset Zoom to navigate and explore the invoice.

   The Invoice Information section of the Analyze Invoice Document tab contains information extracted from the invoice and lists each invoice line item.

4. If you previously created mappings for the invoice and want to clear mappings, select Clear All Allocations in the upper-right corner of the Invoice Line Items grid.

5. If required, edit the Invoice Information:

   • Invoice Number

   • Vendor: If the invoice specifies a vendor and one matches in Lucernex, this value is automatically set, otherwise select the Vendor associated with the invoice.

   • Vendor Name: This is populated from invoice fields that refer to Make payable to or similar wording. If there is no matching vendor record in Lucernex, that vendor displays in Vendor Name instead of Vendor.

   • Due Date

   • Service Start Date

   • Service End Date

   • Remit Message

6. If required, edit invoice line items:

   1. Double-click a field in the line item you want to edit.

   2. Enter the values you want for each field.

   3. Select Update.

      If you make changes to invoice line items and want navigate to a different invoice, select Save to retain your edits.

7. If required, add additional items:

   1. Select Add item.

   2. Enter item details:

      • Invoice Line Item Name

      • Amount

      • Tax

      • Tax Rate

      • Remit Message

      • Comments

      • Date

   3. Select Add.

8. To download the invoice line items as an Excel spreadsheet, select Download into Excel .

9. If required, add transactions:

   1. Select Add Payment Transaction.

   2. Complete the Add Payment Transaction form.

      • Group: Select a payment group or add a new group.

        Groups are the first level of organization. These are the parents of types, and grandparents of categories. Use groups, types, and categories to simplify reporting.

      • Type: Select a type or add a type and select it. Type is associated with account numbers in your integrated accounting system and is also associated with your lease accounting schedule. Ensure that you select the correct type for your transaction.

      • Category: Select a payment category or add a new category and select it.

        Categories are the third level of organization in Lucernex. These are the children of types, and grandchildren of groups. Groups, types, and categories simplify reporting.

      • Payment Transaction Dates:

        • Effective Date / Effective End Date: Effective date of the transaction. Think of this as your billing period.

        • Posting Date: Date to send the transaction to the accounting system.

        • Due Date: Payment due date.

        • Coverage Begin / End Date

      • Base Amount: Amount of the payment.

      • Invoice Date: Date of the invoice.

      • Invoice Ref#: Invoice reference number.

      • Tax amounts in currency values:

        • Primary Tax

        • Secondary Tax

        • Tax Amount #3

      • Freight Amount: Shipping costs.

      • Other Amount

      • Taxes Included In Amount?: If Base Amount includes taxes, select this option.

      • Total Amount: Becomes editable when you select Taxes Included In Amount?.

      • Currency: Select the currency of the transaction. Defaults to the default currency on your contract. Select the currency of the transaction.

      • Description

      • A / R Flag: Select if this is an accounts receivable item. These items are also known as income items.

        As part of their lease, lessees (typically sub-lessees) may sometimes receive a discount if they make payments within a certain period before the due date. If your System Administrator is leveraging Lucernex's Early Payment Discount Option for A/R Leases, this may impact the Transaction Payment Due Date.

      • Credit Flag: Select if this transaction is a credit item.

      • Remit Message: Message that appears on the memo line of a check.

      • Internal Ref#: Internal reference number.

      • Payment Method: Select the payment method or add a new item.

      • Bank Routing#: Bank routing number.

      • Bank Account#: Bank account number.

      • Payment Date

      • Amount Paid

      • Payment/Check Ref#: Payment / check reference number.

      • Organization: Select the organization from which this payment should be debited or add an organization.

        Select an organization then View to display information about that organization.

      • One-Time Expense: Automatically selected when you manually create a transaction.

      • Acct/Ref#: Account reference number.

      • Approval / Additional Comments: Enter comments in the large field in the section.

      • Documents: Add supporting documentation to your transaction. Select Add Documents then select or upload documents and select Add Selected Documents.

      Select Calendar to select the dates using the Date Picker.

   3. Click Add.

10. If required, create one-time payment transactions:

    1. Select the Vendor.

    2. Select the check mark icon in the invoice line items to create one-time payment transactions for.

    3. Select Create One-Time Payments.

    4. Complete the Create Invoice Payments dialog.

    5. Select Preview Payments to preview a summary of the changes.

    6. Select Create Payment.

       New transactions display in the Payment Transaction pane.

11. If required, create retroactive payments for backdated or adjustment payments tied to expense setup records associated with invoice line items:

    1. If Exp. Setup in the line item does not show a check mark or you need to change the expense setup record associated with that line item:

       1. Select the magnifier icon in the line item.

       2. Select the expense setup record to associate with the invoice line item, then select Select.

          A checkmark displays in the Exp. Setup column for that invoice line item.

    2. Select Retro Payment.

    3. Complete the Retro Payment Setup dialog.

    4. Select Preview Payment to preview a summary of the changes.

    5. Select Create Payment.

       Any resulting new payment transactions display in the Payment Transaction pane.

12. Review invoice line items to be matched:

    • Edit line items, then select Update to apply your changes.

    • For missing line items, select Add Item and enter Invoice Line Item Name, Amount, and remaining information, then select Add.

    Allocate each Invoice Line Item to a payment transaction:

    1. Select the Invoice Line Item to match.

    2. Select the payment transaction that matches the selected Invoice Line Item.

       Only payment transactions with a matching currency are available for selection. Transactions with a different currency are excluded from the list.

       Best matches are at the top of the list.

       Amount Not Allocated reduces by the Total Amount of the payment transaction and Amount Allocated increases by that amount.

       If the Total Amount of the payment transaction is greater than the Invoice Line Item Amount, enter the amount you want to allocate in the Partial Allocation Required dialog that opens then select OK.

13. Resolve discrepancies.

14. When complete, select Save.

    The Confirmation Transaction Changes window opens with the transactions you selected in the Invoice Review dialog.

15. Review the items to be allocated and select Confirm & Save.

    The Landlord Invoice Information section of allocated transactions is updated with the invoice line item details.

    When allocation is complete for a Transaction, Is Reconciled is set to Yes and that transaction no longer displays in the Payment Transaction section of the Invoice Review window.

Delete an invoice

1. Select the invoice to delete.

2. Select Delete Item from the Actions menu.

3. In the confirmation dialog that opens, select Yes.