Payment Process with Post & Draw

This article covers the full end-to-end process for making creditor payment, including instructions for local and global payment runs, suggested reporting options, uploading data via the EFT Manager, canceling payments for all types of status', part payment of invoices, and other useful tips.

The processing of payments can be completed for a single building, multiple buildings or all buildings (globally) for one or more creditors. StrataMax can also differentiate between Cheques, EFTs and BPay payments without the need to do a separate process for each. Remittance Advices for EFT and BPay payments can be emailed directly to the creditor during this process as well.

BPay payments utilise the StrataPay Payables service that have associated fees and charges, including a 0.55 cent transaction fee unless otherwise agreed. Please see the StrataPay Payables article for more info.

We also have the Creditor Payments and EFT Manager Video, which covers the payments process.

Before commencement of the payment process, you should check that the creditor's payment settings and details are correct to ensure the payments will be processed as expected. For information see the Creditor Maintenance article. 

1. Add Invoice to DocMax Work Queues

It is while adding the invoice to DocMax that most of the invoice details would be entered. After which, the invoice will then be present in Creditor Invoices where it is saved.

The method of adding the invoice to DocMax will vary; drag-and-drop, Outlook add-in, Drop Box - it all depends on your own preferences and DocMax setup (see the DocMax Add Documents article for more info). More often than not though, a Profile for invoices would already be created and used (see DocMax Profiles for more info) to populate at least the Status and Category.

When adding an invoice in DocMax, the basic required and recommended fields and details are:

  1. Document Profile: Click this drop-down to select the Profile that has been associated with invoices.
  2. Status: Usually determined by the Profile and will most likely change to "Received" once the Profile has been selected.
  3. Property Document: Needs to selected - either manually, or if the "Auto prefill building" box has been ticked in the DocMax settings, it will be selected automatically. 
  4. Building: Can either be selected manually, or if the "Auto prefill building" box has been ticked in the DocMax settings, it will be selected automatically.
  5. CategoryGenerally this would be something named like "Invoices" or "Invoices Received" and is usually determined by the Profile used when the invoice was added.
  6. Title: This is automatically populated with the file's name when the invoice is added.
  7. Include Inactive Creditors: Click this to also include inactive creditors when selecting the creditor for the invoice in the field below (see Inactive Creditors).
  8. Creditor: The creditor must be selected manually.
  9. Invoice Date: The date on the invoice (entered manually).
  10. Invoice Number: The number on the invoice (entered manually).
  11. Invoice Items: Expense Account, Details, and Amount, DR/CR, No GST (entered manually).

The work flow of invoices and how they are processed in DocMax will depend on a how many Work Queues have been set up to accommodate your office's requirements around invoice approvals. See Work Queues for Invoices for more info.

If your office does not use DocMax or its Work Queues, you can still proceed with entering the invoice details and saving it in Creditor Invoices. However, the invoice won't be attached to the transaction in the general ledger, which can be viewed in Interactive Reports, for example. Nor will you be able to upload the invoice to the Invoice Hub for approval.

2. Save Creditor Invoices

After the invoice has been added to the DocMax Work Queue, you can open Creditor Invoices to check over the invoice details and save it. The steps for this part of the payment process has been detailed in Processing Invoices from DocMax Work Queues.

3. Run Unpaid Creditor Report

It's always recommended to produce an unpaid creditors report for your entire portfolio before proceeding to Payments to Post and Draw. This is done in the Unpaid Creditors Report (Global) menu, see Unpaid Creditors Report (Global) for more info.

4. Processing in Payments

Please refer to Post & Draw Payments for the steps to post and draw payments in Payments.

5. EFT Manager

Once the Post and Draw process has completed, the ABA file needs to be created and uploaded to the bank's website for authorisation, which is the final step in StrataMax before proceeding to authorise the payments on the bank's website. Please follow the steps in EFT Manager | Preparing Payments article.

6. StrataCash Authorisation

Please refer to Authorise StrataCash Payments for steps to authorise (or reject) payments on the StrataCash website.

Part Pay an Invoice

For more information on part payments see Payment Entry.