Yardi Manual PDF Details

Today we'll be discussing the Yardi Manual Form. Yardi is a software company that provides real estate and property management software for landlords, managers, and brokers. The Yardi Manual Form is used to report on any discrepancies discovered during an audit of a property or building. This form can also be used to report on damages, safety hazards, or other irregularities found during an inspection. The form is typically filled out by someone who is familiar with the property or building being audited. Let's take a closer look at this form and discuss how it should be completed.

We have collected some statistical details about the yardi manual. There, you'll get the details about the form you intend to fill out, like the estimated time for you to fill it out along with other data.

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Form NameYardi Manual
Form Length26 pages
Fillable?No
Fillable fields0
Avg. time to fill out6 min 30 sec
Other namesyardi voyager user manual, yardi tutorials, yardi training manual, yardi voyager 7s user manual

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Yardi Voyager 6.0 Procedures Guide

Version 3: 2012.

Yardi Developments

Procedures Guide

Version 3: 2013.0424

1

Contents

 

PAYABLES

3

Vendor Overview

3

Vendor Lookup

3

Adding a New Vendor

5

Vendor Ledger

8

Payables Batch Processing

10

Create Payable Batch

10

Invoice Entry

10

Distribute Payable Function

12

Recording Manual Checks, Wires, Electronic Payments from Invoice

13

Edit / Review / Post Payable Batch

14

Batch Errors

16

Review Payable

16

Reversing Payables

17

Pay Retention

19

Check Writing

20

Setup

20

Approve Payables

20

Process Checks

21

Rewrite Checks

23

Review Check

24

Void Check

25

2

ItPAYABLESwill be the Property Manager’s responsibility to perform the accounts payable function of vendor set up, entering invoices for payment, and cutting/signing checks. This section provides a tutorial of the accounts payable function.

Vendor Overview

The Vendor screen in Voyager is used to store all vendor related data such as name and address, 1099 information, discount and payment terms. A vendor must be created for any company or individual who will receive a payment out of the system. Each Vendor will maintain their own detailed ledger of payments, credits and adjustments. Vendors may be shared across properties or limited to a single property.

TIP: Prior to setting up a new vendor, make sure that the vendor does not already

exist by performing a vendor lookup, searching by company name or other information provided on theAnW-9additionalform. IIT vendor needs to be set up to be used as the remittance

IIT Tip:

address on Tenant Billing Statements.

Vendor Lookup

Use the review vendor filter to access a single vendor record, a group of vendors, or all vendors. To review the vendor listing or to search for a specific vendor by name, address or other criteria, select:

Payables>Vendor>Review Vendor

EXAMPLE OF REVIEW VENDOR FILTER

3

Lookup Options:

Todepotview all vendors, click the CLEAR button on the filter, and then click SUBMIT.

To view vendors by name, enter all or part of the name in the Last Name field. For example, will locate Office Depot; Home Depot, etc.

Vendors can be filtered by City, Zip Code, Telephone Number, etc. by entering all or part of the information in the filter field.

To search for a specific vendor before submitting the request, click the Vendor link to view the lookup list.

SEARCH FIELDS 1 Vendor Code -OR 2 Vendor Name -OR 3 City, State or Zip

Enter search text in the desired field, and then click the

FIND button.

1

2

3

EXAMPLE OF VENDOR LOOKUP LIST

To select a vendor or vendors, click the checkbox next to the vendor code. Click OK. To view more records (in a long list of results) in the alphabetical listing, scroll to the

bottom of the list, then click the MORE button.

To close the list and return to the filter, click the CLOSE button.

 

BEGINNING with the ext entered. For example, Smith will automatically return

vendors such as Smith Brothers and Smith & Sons , but will NOT return results for

TIP: The search text en ered in fields 1, 2 or 3 will search for any vendors

 

Cohen, Smith and Turner Associates . To locate a vendor CONTAINING Smith

 

*Smith .

anywhere

in the name, use the asterisk (WILDCARD SEARCH) before the search text, for example:

To search by othderalcriteria,ID, entersuchtheasVendor’si suranceTaxexpirationID numberdate,inthennotes,TaxfederalID fieldtax. id number,

enter the data into the appropriate search field on the filter, click submit. For example to search on Fe

Click SUBMIT.

4

Adding a New Vendor

Payables>Vendor>Add Vendor

EXAMPLE OF VENDOR SCREEN

DATA ENTRY STEPS:

Enter the Vendor Code using coding convention policy at left.

Enter the Vendor Name. In the case of an indivdual, enter the last name; otherwise enter the business name.

Enter the Vendor Address, including City, State, and ZIP Code. Enter at minimum one Telephone Number for the vendor

Enter additional telephone numbers and Email Address if available

Check the Consolidate flag to write a single check for multiple open invoices

Enter expiration dates for Workers Compensation and Liability Insurance certificates.

For vendors receiving 1099 forms, fill out the Tax Information section from the current W- 9 form

° Gets 1099

° Tax Identification Number ° Federal Tax Name

CheckEnter anyContractorapplicablecheckNotesboxfortothewithholdvendorretentions(optional)

Click SAVE

5

Enter Vendor’s Insurance Requirements

TIP: If insurance is expired, an invoice can be entered, but a check will not process until the insurance information is updated.

DATA ENTRY STEPS:

To enter or update the insurance certificate expiration, click on the Vendor Insurance link from the Vendor screen.

EXAMPLE OF VENDOR SCREEN

The Insurance screen will open:

EXAMPLE OF INSURANCE SCREEN

Type: Select from drop down

Expiration Date: Enter the expiration date

Compliant: Select Yes or No

Complete all additional fields as appropriate

Click SAVE

Click New to create additional records and repeat steps as needed, or click Close when complete.

6

Vendor Screen Navigation

Vendor List

Vendor Screen

Vendor Data Links

EXAMPLE OF VENDOR SCREEN WITH VENDOR LIST AT LEFT

Vendor Navigation Tips:

Click a vendor code/name on the vendor list on the left to load it to the screen

To edit information on the vendor screen, click directly in the field and enter the information.

Click SAVE to save any changes made to the vendor information screen

Click NEW to add a new vendor.

TIP: Not all users will have the ability to add or edit vendor information.

Vendor Data Links:

 

 

Attachment

To add attachments to the selected vendor

Memo

To add memos to the selected vendor.

Ledger

To print vendor ledger to the selected vendor.

 

Prop List

View / Add properties codes to the selected vendor for

vendor/property security

To quickly return to the Vendor Filter from the Vendor screen and change your search, click the BACK button in Internet Explorer.

EXAMPLE OF INTERNET EXPLORER BACK BUTTON

To exit the Vendor screen completely, click the Home link.

7

To switch between the menu and the lookup list, click the Menu/Search Results tab found on the bottom of the vendor list.

Vendor Ledger

 

To view a list of payables for the vendor, click the Ledger link

found under

the Data/Reports heading on the right side of the Vendor screen.

 

EXAMPLE OF VENDOR LEDGER REPORT

Printing the Ledger:

Right click on the ledger, and then click PRINT.

Choose the desired printer from the pick list and click Print

8

Viewing transactions from the ledger:

To drill down to payable transaction detail, click the Tran# link on the ledger report. Drill down to the check record from the payable screen by clicking the Chk link. Click the Pay link to return to the invoice screen.

Drill down from

 

the Vendor

 

Ledger to the

 

invoice by

 

Drill down from

clicking the

the invoice to

 

 

Tran# link

the check by

 

 

clicking the Chk

 

 

link

Return to the invoice by clicking the Pay link

9

DATA ENTRY STEPS:

Payables Batch Processing

Create Payable Batch

In the Yardi Voyager program, invoices are entered into batches which can be saved, reviewed, and edited before they are posted to the General Ledger. A batch may contain one or more invoices. Before a batch is created, invoices or invoice backup should be gathered, a count of the invoices, and a calculation of the total amount of the invoices to be entered should be noted. To begin a new batch, select:

SIDE MENU: Payables>Create Batch

TIP: To

navigate backward between the fields, click

SHIFT-TAB.

EXAMPLE OF PAYABLE BATCH HEADER SCREEN

The Batch Description automatically fills with the user’s ID and a date/time stamp – do not modify.

In the Batch Notes field, enter notes to identify the batch contents.

In the Total of Payables field, enter the total dollar value of the items to be input.

In the Number of Payables field, enter a count of the items to be input.

Click SUBMIT to proceed.

TIP: If an error is made on the batch total or count, this information can be corrected at any time before the batch is posted

Invoice Entry

Begin entering payables as shown below. Use the TAB key to navigate between fields, or use the mouse to click into the desired field.

10

PAYABLE

HEADER

PAYABLE

DETAILS

EXAMPLE OF BLANK PAYABLE INVOICE SCREEN

DATA ENTRY STEPS: Payable Header

Select or enter the desired vendor for the payable. Click the Payee link to view the vendor lookup list.

Click the Prompt Payee button to automatically fill in the vendor name, due date information and usual G/L account (if applicable).

Enter the Invoice Number from the hard copy invoice this must be unique within the vendor record.

°Note: Alpha characters can be entered under the Check # field, but will not show up in reports.

Enter the Total Amount of the invoice (INCUDING THE RENTENION AMOUNT).

Enter the Invoice Date from the hard copy invoice.

Enter the Post Month. This will default to the current period for the property. The post month is the GL month in which the batch will be posted.

Modify the Due Date if needed.

Select the invoice Type: Invoice, Adjustment, or Credit Memo.

°

INVOICE

 

General Accounts Payable item

°

ADJUSTMENT An electronically recorded item not associated with a paper check

 

 

 

 

from the

system.

 

 

° CREDIT MEMO – A credit from a vendor used to offset a payable.

11

°DATA ENTRY STEPS: Payable Details

Select or enter the Job that will pay the invoice. (Invoice Distribution for multiple properties/entities is described below).

Enter the Amount of the detail line (an invoice may have one or more details).

Select or enter the Categories for the invoice.

Check the Retention check box if the invoice needs retention withheld.

Click the Prompt Defaults button to automatically fill in the account numbers, entities and retention amounts that are associated with the Job.

Click Distribute Retention to distribute the retention amounts.

°If the retention amount is different from the default amount set up with the Job, manually enter the retention amounts for each category before selecting Distribute Retention.

Notes for each detail line must be filled out per Industrial Income Trust AP procedures and will appear on the check stub.

Cash Account and A/P account will fill in automatically when the invoice is saved.

Review the invoice for accuracy, then click the SAVE button.

TIP: To choose a non-vendor payee, such as owner, employee, or tenant, type the code directly into the Payee field, then click the PROMPT PAYEEE button. The payee will load and show the name and first line of the address for verification.

Distribute Payable Function

To allocate the invoice over multiple properties for payment, click the DISTRIBUTE button at the top of the detail section of the invoice.

Multi select properties or select a property list. If you regularly split an invoice based on a predefined allocation percentage for an industrial park (20%, 20% and 60% for example), you can request an allocation list be created from your IIT Accounting Contact.

Enter the amount to distribute.

 

Select the account to distribute to.

Only a single

account may be selected.

 

Click OK to close the Distribute

Payable window

and return to the invoice.

 

Notes for each detail line must be

filled out per

Industrial Income trust AP

procedures and

will appear on the check stub.

 

EXAMPLE OF DISTRIBUTE PAYABLE WINDOW

12

EXAMPLE WITH OF PAYABLE DETAIL AFTER DISTRIBUTION

When the payable is saved, a new blank payable window will open, or if the batch has met its declared amounts, the user will be automatically returned to the batch header. To manually exit the batch and save it for later, click the Unposted Batch Link as shown below.

Recording Manual Checks, Wires, Electronic Payments from Invoice

If an invoice is being entered that has already been paid electronically, a manual check should be recorded in the same step as the invoice creation and posting to reflect the payment.

To record payment information, fill out the manual check fields at the bottom of an invoice.

EXAMPLE OF PAYABLE SCREEN MANUAL CHECK INFO SECTION

Record the Payment Date in the Check Date field.

Record the Post Month in the Check Period field.

Record the check number, wire number or EFT number in the Check Number field.

A check record is created (shown below)

13

EXAMPLE OF NEW CHECK RECORD

TIP: Access to the Manual Check Info fields will be controlled by user security. Not all users will have access to this function.

Edit / Review / Post Payable Batch

To retrieve an open batch for editing, or to review a batch already saved by another user, select:

Payables>Edit Batch

TIP: A user will

only be able to see THEIR

OWN BATCHES UNLESS they have “Access to All Financial Batches”

selected in their security setup.

EXAMPLE OF BATCH PAYABLE SELECTION LIST/EDIT BATCH

Filter to view any open batches that are accessible, then click SUBMIT.

14

EXAMPLE OF THE BATCH PAYABLE HEADER

The Batch Header shows the batch summary information.

EDIT

Click this button to view or modify existing invoices in the batch. If

 

no invoices have yet been entered, the EDIT button may not be

 

used; click ADD instead.

 

 

ADD

Click the ADD button to add new invoices into the batch.

 

 

POST

This button will post the batch to the GL; access to the POST

 

function will be dictated by user security.

 

 

DELETE

Click this button to delete the entire batch without posting. To

 

delete a single invoice within the batch, click EDIT, then click

 

DELETE on the invoice screen.

 

 

REPORT

Click REPORT to view a report of the items in the batch. The

 

report must be printed before the batch can be posted.

 

 

SAVE

Click the SAVE

 

 

EXAMPLE OF BATCH REPORT

The fields on the left side of the batch header screen are modifiable by the user and show the amounts declared for the batch. The fields on the right show the calculated amounts that have been entered into the batch.

TIP: Before the batch can be posted, the AMOUNT DECLARED and ITEMS DECLARED must match the TOTAL ENTERED and the ITEMS ENTERED.

15

Batch Errors

If an invoice is saved with invalid data, an error message displays on screen and the field with the error will (generally) be highlighted in pink. Error message text appears at the bottom of the invoice.

PAYABLE BATCH ERROR EXAMPLES

Correct the error(s) using the information given, then click SAVE again.

Review Payable

Once a payable batch has been posted to the G/L, the Review Payable function can be used to locate and view a payable, a batch or any other group of payables. To review posted payables, select:

Payables>Review Payable

 

 

 

 

 

EXAMPLE OF REVIEW PAYABLE FILTER

Use the Review Payable filter to select payables to the screen to review or evaluate by

selecting from one or more of the following criteria:

Filter Blank Will select the last 2000 entries to the screen and display the selection

 

list at the

left side of the screen.

 

 

 

 

 

 

 

 

16

Property

 

Select a property or property list to review payables.

Job

 

Select a Job to review payables.

 

 

 

 

 

Payee

Select a specific Vendor to review payables.

 

Tenant

 

Select a Tenant to review payables (Security Deposit

Refunds).

 

Number

 

Enter a single control number or control number range.

 

Control

 

 

 

 

 

 

 

 

 

 

Batch Number

 

Enter a single batch or batch number range.

 

 

 

 

 

 

 

 

 

 

Invoice

Number

 

 

Review by specific invoice number.

 

 

 

 

 

 

 

 

 

 

 

 

Account Number

 

Review all payables containing a specific G/L

Account.

 

 

 

 

 

Range

Enter a single month or range of months.

 

 

Post Month Date

 

 

 

 

 

Invoice Date Range

 

Enter a single date or range of dates.

 

 

 

 

 

Category Enter

category to search

 

 

 

 

 

 

 

 

Notes

Search on specific payable notes.

 

 

 

 

 

 

 

 

 

 

 

 

TIP: Generally,lecting onlythe fewerPropertythingsreturnsselectedallonpayablesfilt r,forthealargerspecificthepropertyset of records. Selectinghat will bePropertyretu nedand. ThePostselectionMonthf=multiple/ returnsfil er criteriaonly ther turnspayablessmallerfor therecordselectedset.propertyFor example, se

that were posted in the month of December 2012.

When using ranges (any filter item that has two boxes associated with it), the user must always input a value in EACH box, even if the range is a single number or period. See example below.

Range for Multiple Items

Range for Single Period

Reversing Payables

Until you process a check for a payable, you can reverse a payable directly from the Payable screen. After you have processed a check for a payable, you must void the check before you can reverse the payable.

When you reverse a payable, Voyager creates a new payable record with negative amounts to back out the original payable. Voyager references the control number of the related transaction in the Notes field of the reversed payable and its reversing negative payable. The word Reversed appears at the top of the screen for a reversed payable, and the word Reversal appears on the screen for a reversing payable.

To reverse an unpaid payable

Find the payable that you need to reverse (see Review Payable for steps)

17

In the screen for the payable you want to reverse, click Reverse. The Reverse Payable filter appears.

Complete the filter:

OREVERSE DATE: Type the date you want to record the reversal.

OPOST MONTH: Type the month you want the reversal to affect the G/L.

ONOTES: Type text for the Notes field of the reversing payable invoice.

Click Save. A confirmation window will appear

Click OK to confirm reversal. A reversing payable is created and displays a confirmation message. A note is added to the payable you reversed with a reference to the control number of the reversing payable.

To reverse a paid payable

To reverse a payable that has been paid, first you need to Void the check.

From the check screen, click on the link to the payable: (Or access the payable from the Payable Register or Payable > Review Payabe)

18

Drill into check number and click Void.

Pay Retention

If a job is completed and all vendors are due their retention, or single vendor, their retention withheld needs to be disbursed.

Payables>Post Retention

EXAMPLE OF RENTION PAYABLE FILTER

 

 

 

Use the Pay Retention filter to select payables to the screen to review or evaluate by selecting

from one or more of the following criteria:

Job Select a Job to review payables

Vendor Select a specific Vendor to review payables.

Tenant Select a Tenant to review payables (Security Deposit Refunds).

 

Date Enter Invoice date to be created

 

Invoice

 

Post Month

Enter post month and year

 

Consolidate

This option will allow invoices of same vendor to consolidate.

Click Submit

 

19

Check the boxes of the retention payables that need to be disbursed.

You will be prompted the payable was created and needs to be posted.

Please note, the payable is created as an unposted invoice that needs to be posted. Please see Edit / Review / Post Payable Batch section to post.

Check Writing

Setup

In order to print checks you will need the following:

Blank check stock

MICR toner

Yardi yCheck Utility installed on your computer (request this from IIT)

Signature file placed on your local drive

O In Windows Explorer file manager, locate the Yardi yCheck installation folder (typically, C:\Program Files\Yardi Systems\yCheck).

O theUndercodetheforyCtheckbanki staccountllation isfolder,gab,createthen createnew subfoldera new subfolderand namenamedit with the bank-account code (from the applicable Bank Account Info scre n). For example, if

\gab.

OUse any image-editing application to scan and save your signature bitmap files, as needed.

OIn your image-editing application, set up the image size to the actual size at which you want the image to print. Set the resolution to match the resolution of the printer that you use for printing checks. Typically, a size of 1/2 × 2-1/2 inches is ideal for most signatures.

OSave the graphic as a bitmap (.bmp) file in the applicable bank-code folder that you created under the yCheck installation folder. The file name must begin with the letters SIG (for example, SIGfile.bmp).

Approve Payables

Use the Approve Payables function to review and approve payables prior to payment. Access to the Approve Payables function will be controlled by user/property security.

Payables >Approve Payables

20

EXAMPLE OF APPROVE PAYABLES FILTER

DATA ENTRY STEPS:

Select or enter the desired Property or Property List to approve payables.

(Required) Select or enter the Bank code.

Enter additional criteria if desired to select specific payables or leave blank to review all payables for the selected bank/property.

Click SUBMIT to view a list of payables for approval.

EXAMPLE OF APPROVE PAYABLES SELECTION SCREEN

From the Approve Payables list, select items to be approved. Check payables individually or use SELECT ALL / UNSELECT ALL buttons.

Click the Update Totals to Review Total approved.

Click PREVIEW to review a report of payables

Click OK to approve

Process Checks

Use the process checks function to process checks and mark selected invoices as paid. Have your check stock ready in the printer before performing this task. To access the process checks function, select:

21

Payables >>Checks>Process Checks

Use the Process Checks–filter to evaluate payables for payment by selecting from one or more of the following criteria blue fields are required:

TIP:

Click the CLEAR button on the filter to quickly remove any previously selected criteria from the filter

screen.

EXAMPLE OF PROCESS CHECKS FILTER

DATA ENTRY STEPS:

Select or enter the desired Property or Property List.

Select or enter the Bank code.

Enter additional criteria if desired to select specific payables or leave blank to review all payables for the selectedbank/property.

Enter the Post Date thedate to appear on the check

Enter the Post Month the period the check will post to the G/L

Click SUBMIT to view a list of approved payables for payment.

Set If Funds = Yes to validate available, otherwise, set tono

Set Select All = Yes to pre-select all checks for payment checks can be un-selected by

clicking on individual items

Set Sort By option to view checks sorted by Vendor Code or Vendor Name.

EXAMPLE OF SELECTIVE CHECK WRITE SCREEN

22

From the Selective Check Write screen, select items to be paid. Check payables individually or use SELECT ALL / UNSELECT ALL buttons.

Click the Update Totals to Review Total to be paid.

Click PREVIEW to review a report of payables

Click OK to process checks.

Rewrite Checks

The rewrite checks function exists when there is a need to re-process a check when there is a failure to print, or some other problem with the physical check. To access the rewrite check function, select:

Payables >Rewrite Checks

DATA ENTRY STEPS:

Select or enter the Bank code

Enter a single Check Number (enter in both fields) or range of check numbers -OR-

Enter a Check Batch number

Click SUBMIT

EXAMPLE OF REWRITE CHECKS FILTER

23

Review Check

Once a check has been written, the transaction may be viewed by selecting:

Payables>Checks>Review Check/ACH

TIP: The

check record may also be viewed from Review Payable

click the Chk# link to drill down.

EXAMPLE OF REVIEW CHECK FILTER

Use the Review Check filterto select payables to the screen to review or evaluate by selecting from one or more of the following criteria:

Filter Blank Will select the last 2000 entries to the screen and display the selection list at the left side of the screen.

Property Select a property or property list

 

Select a specific Vendor

 

 

Payee

 

 

 

 

 

Bank

Select a specific Bank

 

Control Number

 

Enter a single control number or control number range.

Check/EFT Number Enter a single batch or batch

number range

 

 

 

 

 

 

 

Post Month Enter a single month or range of

months.

 

 

 

 

 

 

 

Check/EFT Date

 

Enter a single date or range of dates.

 

 

 

 

 

 

 

Check/EFT/Both Limit search checks only, EFT only, or both

24

Void Check

clickingChecks canon thebe voidedChk one of two ways: by selecting the Payable>Review Checks menu and selecting the check from a filter, or directly from the Payable screen, by drilling down from the payable by

link.

EXAMPLE OF CHECK SCREEN

Checks may be voided directly from the check screen by clicking on the Void button (this may be secured/available dependent on security). Optionally, the payable may be reversed at the time the check is voided.

DATA ENTRY STEPS:

 

 

 

Enter the Void Date the date the check will be

reversed

(this will affect whenthe reversing item appears

in the bank

 

reconciliation.)

 

 

G/L

the month the void will

post to the

 

Enter the Post Month

 

Enter Notes to appear on the voided item

 

Select YES to reverse the invoice(s) or NO to

leave the

invoice(s) open for later payment.

 

If YES on Reverse Invoices?

°Enter the Invoice Date for the reversing invoice

°Enter the Post Month for the reversing invoice

°Enter Notes to appear on the reversing invoice

Click SUBMIT

25

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