Invoices that are sent through into the 'Invoices with issues' section of the dashboard will display a red error message at the top of the invoice details page on the right side. Below are various error message tags and how these can be resolved:
Tag: Creditor EFT reference is not attached to the property
EFT invoices are invoices that have no constant reference number where a creditor and property can be matched, like BPAY invoices. The first time you process an EFT invoice, it will come into the 'Invoices with Issues' category. The data will need to be entered in manually and then this will save for the next invoice from this property and creditor.
Tag: Unknown invoice, Please select the property address. This information will be captured for future invoices
This invoice is unknown and we are not able to extract the information. The data will need to be entered in manually and then this will save for the next invoice from this property and creditor.
Tag: Creditor BPAY reference is not attached to the property
The system has not been able to pick up the BPAY reference details to allocate the property and creditor. This could be due to a low quality document, pages missing, hand written information on the document, or missing details in your property management software where the BPAY reference code is missing in the authorised creditors.
Tag; Failed to scan the Invoice
This error may appear if there was a short API outage between the property management software like Property Tree and Invoice Automate. These outages may only last seconds but was at the time this invoice was processed. Or there was a short processing issue which is now resolved.
This click the 'process' button to re-submit and process this invoice.
If you still have a failed to scan issue, please use the 'report an issue' function to send a message to our support team to assist.
Tag: Creditor (xxxxxx) associated with the invoice is archived or deleted. Example below:
This error comes from Property Tree and states that the creditor linked to that invoice is archived or deleted. If you have multiple records of the same creditor in Property Tree, and the old creditor has the references numbers entered, this could be the cause.
When you re-activate a creditor it will take time to re-sync. Once synced you can re-process this invoice to clear the error message.
Tag: Account (xxxxxx) associated with the invoice is not applicable. Example below:
This error comes from Property Tree and states that the account code listed on this creditor has been removed or deleted. You would need to check your account codes in Property Tree and allocate an active and current account code to this creditor.
Once updated it will take time to re-sync and then you can re-process this invoice to clear the error message
Tag: The length of 'Description' must be 255 characters or fewer. You entered XXX characters. Example below:
This error is due to the invoice description length being longer than 255 characters. The property management software has a limitation of how long the invoice description can be, so this will need to be reduced in length.
Tag: The property with meter number XXXXXXX could not be found
This error is due to a change in the water meter number on the invoice document, so now it's different to the water meter number in your property management software. Once this number is updated in your property management software this error will clear.
Tag: Tenancy XXXXXX associated with the invoice is archived or deleted
The tenancy associated with this property and invoice is archived or deleted. You will need to select another tenant to process this tenant invoice.
Tag: Management XXXXXXX associated with the invoice is archived or deleted
The property is listed as archived in your trust account software. This would need to be re-activated to process this invoice. When you re-activate a property it will take time to re-sync. Once synced you can re-process this invoice to clear the error message.
Tag: {"Message":"This type of file cannot be uploaded."}
There is an issue with the file type. This would need to be re-uploaded as a .pdf file. If this is already a .pdf file, please try to download the file, then re-upload and see if that clears the error message. If not, please use the 'report an issue' function to send a message to our support team to assist.
Tag: The length of 'Creditor Reference' must be 20 characters or fewer. You entered 32 characters.
The creditor reference number length needs to be reduced to 20 characters or less. Please edit the reference field.
Tag: Water Usage Charge Enabled / Not Enabled
These water usage charge tags come from the property management software in reference to the tenant setup you have. They will be either enabled or not enabled.
Example tags:
This tag information comes from the 'Charge Tenants Water Usage' setting in the tenancy profile in Property Tree. Below is the location:
If this tag is not displaying correctly, please use the 'report an issue' button as there might be an issue with the extraction of details from your water invoice by our invoice scanning tool