Creditor Invoices (Preview)

The instructions in this article relate to Creditor Invoices (Preview). The icon may be located on your StrataMax Desktop or found using the StrataMax Search.

Creditor Invoices (Preview) is available as an alternative to Creditor Invoice Work Queues, and joins the first stage of our new Creditor Invoices project. The Preview screen simplifies data entry while still supporting familiar workflows for teams managing fewer invoices.

This article will refer to the fields and configurable areas available in both Creditor Invoices (Preview) and Creditor Invoice Work Queue.

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Security Setup

Access to Creditor Invoices (Preview) and Creditor Invoices Work Queues, the two icons that control the creditor invoice process, can be configured in Security Setup.

The other areas to consider for access include: Creditor Invoice - Edit Description, Creditor Invoice configuration, and Creditor Invoice Work Queues - Auto Create All, Hold Creditor Invoices, Search Creditor Invoice Items.

Configure

The creditor invoice screen can be configured in various areas to assist with a consistent user interface and transaction activity. For details on each field, see the Creditor Invoice Configuration.

Creditor Invoices

These instructions are for creditor invoices that have not had any document details entered into StrataMax.

1. Search or select Creditor Invoices (Preview).
   • If the creditor list doesn't appear, select the creditor by clicking ... Creditor field, select the creditor in the list, then click OK.
   • If the creditor is not available, click the Master Chart button to add from there, or click the green + button to add a new creditor.
2. Enter the Posting Date and Invoice Number (25 characters).
   • Work Order can be selected to view outstanding Work Orders, and an EFT Reference can be entered for required creditors.
3. Click the +Add button and add:
   • Account (expense)
   • Amount (invoice/ credit note)
   • Details (20 characters)
   • More Info (if desired)
4. Review the additional tickboxes and adjust if required:
   • OK to Pay: used for Invoice Hub and putting invoices on hold
   • Add Purchase to Asset Register: drop-down will pop up for selection on category and override reference name
   • Bill to Owner: select the Owner to on-charge and the invoice code to apply.
   • Pro-Rata: used to create prepaid expenses and requires the start date and the prepaid expenses account to be set.
5. Click Save and proceed to Payments, or Save and Pay to use Payment Entry, where you can pay immediately.

Creditor Invoices Screen Overview

This area provides a detailed description of the available creditor invoice fields, which are available in both the Creditor Invoices screens.

Building: The building that will pay the invoice.
Creditor: This is the creditor that has provided the building with the invoice for payment.
Posting Date: The date that will be used to create the transaction.
Current: Financial Year. Month: Current Month of the building.
Bank Balance: The available bank balance, which is split by fund.
Unpaid Invoices: Total of the unpaid invoices.
ABN: The registered Australian Business Number for the creditor.
Pay By: Either the EFT or BPay Biller Code details are displayed here. 
Invoice Number: A 25-character limit field available for the invoice number from the creditor. This field is duplicate-tested and will prompt if the same invoice number is used for a creditor in a building.
Work Order: Click this to view and finalise any outstanding work orders. This is available to Show TaskMax Jobs and prompt the user if configured.
BPay CRN: This field will only display when the creditor is set to pay by BPay. This will either contain the last used CRN or be blank, ready for entry.
EFT Reference: Used for creditors that require an EFT Reference. 
Add: Use this to add accounts for the invoice. Repeat for multi-expense invoices.
Account: This is the account used for reporting in the Financial Statements.
Fund: The Fund that the account is associated with. This can be set if using balance sheet codes for the account.
Amount: The amount of the invoice to be paid. This can be set to Invoice or Credit Note.
GST: This flag will appear for GST-registered buildings and can be adjusted during entry. The default for the tax code is applied from Account Maintenance.
Details: A 20-character field that includes the details about the work completed for the invoice. This will be reported on in various Reports and Search Screens.
More Info: A 30-character field which can be output in various Search Screens.
OK to Pay: This field controls whether the invoice is placed on hold. Buildings that use the Invoice Hub will have this off by default. It can be toggled on or off in any building.
Add Purchase to Asset Register: When ticked, this area expands to allow selection of the category and Override Reference Name, and will add the item to the Asset Register.
Bill To Owner: When ticked, this area expands to allow selection of Owner and Invoice Code (generally Other). Use Invoice Printing to print the itemised bill for the Owner where required.
Pro-Rata: This option is designed to assist in managing pre-payments and can be set with two options using a set pre-payments account. Both of these options will create auto-reverse entries ready for the future dates to arrive and post the transactions.

• This Year and Next Year Only. This method will use the Pro-Rata start date and calculate how many days remain in the current year and next year for billing. 
• Spread Over a Period. Set a Pro Rata Start Date and Finish Date, along with a payment frequency. 

Multi Expense Creditor Invoices

When entering an invoice that relates to multiple expenses, it can be split across each expense type. This can be done in both DocMax and the Creditor Invoices screens.

DocMax

1. Whilst entering the invoice details in DocMax, when setting the expense account, another line will be available to add the next expense. These can be a standard invoice or a credit note.
2. Enter the details and amount, and adjust to a credit note where required. For any non-GST expenses, tick the No GST check box.
3. Add all expenses as needed and check that the total matches the invoice.
4. Use the action button from the Work Queue to save the information, or click Save and Close.

Creditor Invoices

1. Whilst entering the invoice in Creditor Invoices, click the +Add button to add further expense codes.
2. Enter the amount, for any non-GST expenses, tick the No GST check box, details, OK to Pay flag.
3. Check the invoice total, then click Save and proceed to Payments, or Save and Pay to use Payment Entry, where you can pay immediately.

Reverse & Recreate and Reverse Invoice

Reversing and Recreating (which allows the invoice to be edited), as well as reversing an invoice, can be performed from Local Transactions, Search Creditor Invoice Items, or Interactive Reports.

Bill to Owner

If an invoice has been entered and needs to be billed back to the Owner, it can be done in the creditor invoice screen at the time of entry, or retrospectively from Local Transactions, Search Creditor Invoice Items, or Interactive Financials after the invoice has been saved.

Bill to Owner from Creditor Invoices

1. Search or select Creditor Invoices Work Queues or Creditor Invoices (Preview).
2. Complete creditor invoice fields that may be populated from a DocMax Work Queue or are ready for manual entry.
3. Tick Bill To Owner to extend the field area for owner selection and invoice code. 
4. Click Save to finalise the creditor invoice and bill to the Owner at the same time. 
5. To print an itemised invoice for the owner, use Invoice Printing

Bill to Owner from Search Screens

1. Search or select Local Transactions, Search Creditor Invoice Items or Interactive Financials. 
2. Locate and select the creditor invoice by adjusting the fields as required, then clicking Refresh.
3. In the lower section of the screen, double-click the relevant record, or click Details on the record, then click the Bill to Owner icon.
4. From the Bill to Owner icon, select the owner's lot account in the Bill to Owner field.
5. Then select the Invoice Code to charge this item to and click Save.
6. To print an itemised invoice for the owner, use Invoice Printing.
   
   

Pro Rata Creditor Invoice

Where an invoice covers expenses across two financial years, the Pro Rata feature can be used to create a prepayment for the portion relating to the following year, using either This Year and next year only or Spread over a period. Both will require a Prepayments Balance Sheet code, and will sit in the Auto Reverse Journals area until the future date arrives, and will be systematically posted. This ensures expenses are recorded in the correct financial period when the invoice is saved.

However, if the full amount is for the next financial year, the Pro Rata feature shouldn't be used; the payment must be entered in full. A journal set will need to be processed in Journal Preparation to move the amounts from the Expense Code to a Prepayments Balance Sheet code, with the Auto Reverse box ticked (for both the Credit and Debit Journals) to create Auto Reverse Journals. These journals will automatically take up the expense in the following financial year.

Pro Rata | Example:

• Financial Year: 1 February 2026 to 31 January 2027
• Insurance Period: 18 March 2026 to 17 March 2027
• Total Premium: $12,000.00

Because the insurance period spans two financial years, StrataMax splits the premium based on the number of days in each financial year.

Day Calculation

Current Financial Year:

18 March 2026 to 31 January 2027 = 320 days

Next Financial Year:

1 February 2027 to 17 March 2027 = 45 days

Total Insurance Period: 365 days

Pro‑Rata Allocation

$10,520.55 allocated to the current financial year (320 days)

$1,479.45 allocated to the next financial year (45 days)

Pro Rata | This Year and Next Year Only

1. Search or select Creditor Invoices (Preview) or Creditor Invoices (Work Queues).
2. Once in the Creditor Invoices screen, either check the fields populated from the work queue or add the standard invoice field information.
3. Tick Pro Rata, and select This year and next year only. 
4. Enter the Pro Rata Start Date and select the Pre-Payments Account.
5. A calculation will be provided for the number of days in each year, with the amount due to be posted in the next financial year.
6. Click Save to finalise the invoice, which will also create an Auto Reverse Journals for the next financial year. 

Pro Rata | Spread over a period

If the invoice is being spread over a period, the available frequencies include monthly, daily, and quarterly. The calculation based on the frequency will determine an equal amount across each period. If daily is used, the calculation for the next year will include the remaining total daily amount.

1. Search or select Creditor Invoices (Preview) or Creditor Invoices (Work Queues).
2. Once in the Creditor Invoices screen, either check the fields populated from the work queue or add the standard invoice field information.
3. Tick Pro Rata, and select Spread over a period.  
4.  Enter the Pro Rata Start Date and Pro Rata Finish Date and select the Pre-Payments Account.
5. Set the frequency with either Monthly or Daily or Quarterly.
6. A calculation will be provided for the number of days in each period, with the amount due to be posted in the next financial year.
7. Click Save to finalise the invoice, which will also create an Auto Reverse Journals for the next financial year. 

Pro Rata Adjustments Creditor Invoice

Pro‑rata creditor invoices cannot be edited or deleted.

If a pro‑rata entry needs to be changed, first review the Auto Reverse Journals and update or delete them if required.

If the creditor invoice still has an outstanding balance, apply a credit note to reverse the original entry. A new invoice can then be entered for the correct amount, if necessary.