From Request to Check
PO Pro Tips
Invoice IQ
Vendor 101
Pay Day!
100
What must be obtained before any work or service can be performed?
An approved purchase order.
Work done without an approved PO won’t be reviewed or paid.
100
True or false: All POs should be closed out after 90 days.
False 😅
POs should only be closed once the work is complete and all related invoices are approved.
100
What’s the golden rule of PO and invoice compliance?
No PO = No Pay. Every service must be pre-approved through an authorized purchase order.
100
Where can you find the New Vendor Packet?
Grace Hill
Grace Hill → Resources → Property Accounting
100
What are our new standard vendor payment terms?
30-60 days
200
What role in Yardi allows you to create and track POs and invoices?
The PayScan Manager Dashboard.
It’s your main hub for managing purchase orders and invoices in workflow.
200
What must be done if additional work is needed after PO approval?
Submit a change-order PO.
200
You receive an invoice for a plumbing repair, but maintenance notes show the repair wasn’t completed. How should you handle it?
Mark the invoice as invalid and note that the service is incomplete until verified as finished.
Incomplete work should never be paid. The invoice can be reprocessed once service completion is confirmed.
200
Who must approve vendor packets that are out of compliance?
Sofi for insurance or Master Service Agreement deviations, and both Sofi and Christie for expedited payment terms.
200
How many check runs do we do each month?
2.
Invoices are selected for payment based on how long they’ve been outstanding as of the 15th and 30th/31st of each month.
300
Describe a situation when a PO should remain open after you have received an invoice.
When a portion of the work or materials is on back order or not yet invoiced.
Tracks pending work and keeps the budget accurate.
300
What should be attached to a PO for HVAC or water heater replacements?
A copy of the vendor quote.
300
What are the two dashboards used to search for invoices?
Invoice Register Dashboard and Workflow Dashboard
300
True or False: Vendors can still be paid if their insurance has expired since they were approved at setup.
300
Which report would you pull to find a list of any unpaid invoices for your property?
Aged Payables /
Aging Report
400
What is the difference between the PO budget and the financial budget?
PO budget projects expenses; financial budget shows actual expenses.
400
If a purchase order is sent back for additional information, where can you find the reason it was returned?
Under the Workflow tab on the purchase order.
The Workflow tab shows approval history, comments, and any notes explaining why the PO was returned.
400
True or False:
Invalid invoices do not include issues such as wrong property or wrong PO number.
True.
These errors are considered data or coding issues, not invalid invoices. Invalid invoices involve incorrect billing, incomplete service, or unacceptable work.
400
How can you verify that a vendor packet is complete?
Compare it to the Vendor Packet Checklist or confirm with AP.
The checklist ensures no required documents are missing.
400
What are check requests used for?
Payments required up front or upon delivery of service. Used in rare cases like deposits or city inspection fees — requires prior approval.
Bonus: What must be included with every check request submission?
500
What are the four main stages of the P2P process?
Requesting a purchase, receiving PO, invoicing, and payment.
500
Name five categories of work that require photos to be attached to the purchase order.
Trash outs, window replacements, carpet replacements, vinyl replacements, and resurfacing.
500
A vendor submits an invoice for a make-ready carpet replacement, but the purchase order includes multiple line items for different units. What should you verify when linking the PO before approving the invoice?
Make sure you select the correct line for the unit being billed and that the invoice matches only the work completed.
Always align invoice details with PO lines to prevent overpayment.
500
What is one of the most common vendor packet mistakes?
Missing signatures or incomplete insurance details.
Incomplete packets delay vendor setup and payments.
500
A vendor calls asking when they’ll be paid. Their invoice is approved in PayScan but not yet paid. What should you check first?
Review the payee ledger.
The payee ledger provides full payment history and balances per vendor.