RP - Accounting: Create an Invoice

Cidni Stewart

Nov 08, 2023

RealPage Accounting: Create an AP Invoice in Spend Management - for corporate or those using Spend Management (All Property employees, such as property managers, will use Site View and should refer to this article.)

Create AP Invoice

1. Go to the AP Invoice List or the Workbench to create an AP Invoice:

From the top level, go to Spend Management > All > Search & Find > AP Invoice > Add

From the top level, go to Spend Management > All > Workbench > Add > AP Invoice

3. Enter the details of the invoice. The required fields are as follows:

Date
GL posting date
Vendor
Invoice number
Due Date

4. Fill in the Invoice Entries table. Click the Plus icon to add more entries if needed. Some of the common fields utilized are as follows:

Account
QTY
Price
Amount
Location
Memo

5. Click Submit & new

Create an AP Invoice from a Purchase Order

If Purchase Order approval is enabled, you can create an AP Invoice from a Purchase Order only after it is approved. For instructions to approve a Purchase Order, please see: RealPage Accounting: Approve or Decline Transactions in the Approval Workbench

Invoices created from a Purchase Order are automatically matched.

Purchase Orders List

1. From the top level, go to Spend Management > All > Search & Find > Purchase Order

2. Locate the Purchase Order and click Create Invoice
3. Enter the details of the invoice. The required fields are as follows:

Date
GL posting date
Invoice number
Due Date

4. Fill in the Invoice Entries table. Click the Plus icon to add more entries if needed. Some of the common fields utilized are as follows:

Account
QTY
Price
Amount
Location
Memo

5. Click Submit & new

Workbench

1. From the top level, go to Spend Management > All > Workbench

2. Select the Purchase Order radio button
3. Use the filters available on this page and click Apply to narrow down the transactions shown on the list. Some of the commonly used filters are as follows:

From Date
To Date
Order #
Vendor
Property

4. Locate the Purchase Order and click Create Invoice
5. Enter the details of the invoice. The required fields are as follows:

Date
GL posting date
Invoice number
Due Date

6. Click Submit & new

Create an AP Invoice from a Service Contract

Invoices created from a Service contract are automatically matched.

1. From the top level, go to Spend Management > All > Workbench

2. Select the Service Contract radio button
3. Use the filters available on this page and click Apply to narrow down the transactions shown on the list. Some of the commonly used filters are as follows:

Show Service Contracts
From Date
To Date
Service Contract #
Vendor
Property

4. Locate the Service Contract and click Detail

5. In the Contract Detail section, check the box before the Service Contract that needed an invoice
6. Click Create Invoice
7. Enter the details of the invoice. The required fields are as follows:

Date
GL posting date
Invoice number
Due Date

8. Click Submit & new

Create an AP Invoice from a Subcontract

1. From the top level, go to Spend Management > All > Workbench

2. Select the Subcontract radio button
3. Use the filters available on this page and click Apply to narrow down the transactions shown on the list. Some of the commonly used filters are as follows:

Show Service Contracts
From Date
To Date
Service Contract #
Vendor
Property

4. Locate the subcontract and click Create Invoice
5. Enter the details of the invoice. The required fields are as follows:

Date
GL posting date
Invoice number
Due Date