Entering the External Invoice ID

Where the accounting system is responsible for the actual generation of the invoice documents, an external invoice reference can be loaded back into the system for full end to end visibility. This will allow invoices to be found in Sigma using the reference that may have been generated by the third party system.

To view the Batch Number and External Invoice ID for all Tenant Bills:

In the Tenant Approve and Issue Bills Activity, enable the Batch Number and External Invoice ID columns.

To enter an External Invoice ID against one or more Tenant Bills:

Select one or more Tenant Bills

Click Enter External Invoice ID at the top of the screen

Alternatively

Right click on the selection of Tenant Bills

If the selected Tenant Bills have a status of 'Issued' and have been stamped with the same Batch Number

The Enter External Invoice ID pop-up is displayed showing details of the Batch Number:

Enter a value in the External Invoice ID field
Select the Apply only to selected Tenant Bills option if the entered External Invoice ID value needs to be applied only to the selected Tenant Bills

Alternatively

Select the Apply to all Issued Tenant Bills with this Batch Number option if the entered External Invoice ID value needs to be applied all issued Tenant Bills that have been stamped with this Batch Number
Click OK

The entered External Invoice ID value is recorded against the relevant Tenant Bills and will be visible in the Bills table if the External Invoice ID column is enabled/visible. The Enter External Invoice ID pop-up closes and the Note pop-up is displayed with details on how many Tenant Bills were updated.

Click OK to close the Note pop-up

Alternatively

Click Cancel to abandon the changes and close the Enter External Invoice ID pop-up

Alternatively

If any of the selected Tenant Bill do not have a status of 'Issued' or have been stamped with different Batch Numbers:

The Unable to perform pop-up is displayed:

Click OK to close the Unable to perform pop-up