1. How do we import our GL Codes and Vendor List?

WorkSpace makes it easy to import your GL Codes and Vendor List through the use of a bulk import template. If you don't have a copy of the template, please submit a support ticket.

2. Some of the GL Codes in our chart of accounts appear to have been entered incorrectly. Can they be edited or deleted?

GL Codes cannot be edited once entered into WorkSpace. Our Engineering Team can remove erroneous GL Codes if necessary, but only if they have not been already applied to any payable invoices. GL Codes that have been previously utilized are not able to be deleted. Please submit a support ticket for any GL Code removal requests.

3. Why can't I make changes to the Payable Invoice? Why do I have to always bounce the Payable Invoice?

The bouncing protocol exists for two reasons:

1. Everyone in the Approval Workflow has full visibility into the payment (SOX compliance).
2. Errors are identified and reported to improve coding in the future.

4. How do I setup a new vendor?

New vendors can be added by users with Vendor Manager access under the Vendors feature in the Property & Facility App. Be sure to include a W-9 and the correct address for the vendor.

Once you add your new vendor, it will then go through an Approval Workflow within your company. The vendor will be assigned an accounting code by your accounting team once it has been approved. To assist in the process, see Adding a Vendor to a Property.

5. How do I approve a vendor?

Vendors can be approved by users with Vendor Management Admin access under the Vendors feature in the Accounting App. For a step-by-step tutorial, see Approving a Vendor.

6. I emailed my Payable Invoices into my property email intake, so why aren't they showing up in WorkSpace?

Depending on the number of Payable Invoices that you emailed, it may take the system some time to process them correctly. If your Payable Invoices still haven't shown up after one hour, please submit a support ticket so that we can ensure that they were received properly.

7. I am trying to email Payable Invoices to the intake email address, but I keep getting a notice that the submission failed. Why?

First, make sure you are sending your invoices to the correct intake email address. The intake email address is provided in the launch email received when the Accounting App is launched for your property. If you don't know it or aren't sure, please consult your supervisor, or submit a support ticket and the WorkSpace Support Team can look it up for you. 

Then, make sure your invoices are in PDF format. The WorkSpace intake email system is designed to receive only PDF files. Some email clients may convert a PDF file into a different format to make it easier to send, but this will cause the submission to fail. Also, some email clients may encrypt the sender's email address, which will cause the submission to fail as well. Always make sure to use "Plain Text" formatting when sending emailed invoices to avoid these situations.

8. Can I split Payable Invoices across properties?

Yes, you can! If you are setup on multiple properties, you can select different business units when adding additional distribution lines to the Payable Invoice. For further details, see Adding Payable Invoice Details and Distributions.

9. Can I scan in multiple invoices at once?

Yes, just add a blank sheet of paper between each Payable Invoice when you scan them in. The blank sheet of paper lets WorkSpace know to separate the Payable Invoices appropriately.

10. Can I attach multiple .PDF invoice documents into a single email intake submission?

Yes, the intake will create a new invoice entry for each .PDF submitted. For example, if you send two .PDF files in a single email to an intake address, the system will create two new invoices in WorkSpace.

11. Why is the Invoice Number field turning red and preventing me from saving the Payable Invoice?

This likely means that the number of digits or characters you are entering for the Invoice Number exceeds the Payable Number Limit set for your company's accounting system in WorkSpace. For example, if the Payable Number Limit is set to 6, all Payable Invoices for the associated companies/business units must have Invoice Numbers that do not exceed 6 digits or characters.

12. If I am the Level 2 Approver for A/P, can I add/change the GL description that the Level 1 Approver entered without having to bounce the Payable Invoice?

No, you will need to bounce the Payable Invoice to the Level 1 Approver to make the desired change(s).

13. Why am I unable to export a batch of Payable Invoices?

If the batch includes invoices with distributions to Business Units that you do not have access to, there will be a banner at the top of the batch that tells you the amount of the batch that has been redacted from your view. You will need to remove the redacted distributions in order to export the batch successfully. See the article Removing Payable Invoice Distributions from a Batch.

Another possibility is that the Batch Name might include invalid characters (i.e. / & * ^ > <). If so, once a batch has been created, the name cannot be edited. In this case, you will need to create a new batch with the correct title, omitting any special characters. See the article Creating a New Batch of Payable Invoices.

14. I created a batch and tried to export it to my accounting system, but now it is stuck in Exporting status. What is the problem and how do I fix it?

Most likely, the batch is stuck because there are too many distributions included. Please make sure batches do not exceed 200 distributions to avoid any issues when exporting. If this happens, you will need to remove the excessive distributions from the batch. See Removing Payable Invoice Distributions from a Batch for instructions.

15. What steps do I need to take if a Payable Invoice should be removed from a batch?

1. From the Accounting menu, click Accounts Payable and then click Batches.
2. From the Batches page, click the Batch Name that contains the Payable Invoice that you desire to remove.
3. From the Batch [Batch Name] page, click the applicable Payable Invoice Number.
4. From the Payable Detailspage, click the Actions button and select Bounce.
5. Once the Bounce Invoice window has opened, enter any applicable comments in the Comments ... textbox regarding why the Payable Invoice is being bounced and click Bounce Invoice.
6. The Payable Invoice has now been bounced back to the AP Admin to go through the Approval Workflow.
7. After successful completion through the Approval Workflow, the batch will be available for export.

16. What happens if I export a batch that includes Payable Invoices from different accounting systems?

WorkSpace is designed to prevent you from making this error. When creating a new batch, if you try to include distributions from different accounting systems, a window will pop-up reminding you that batching is done one accounting system at a time. You will be blocked from proceeding until you have selected distributions from a single accounting system only. This will help you to avoid any potential messy accounting scenarios.