Avid Exchange Process

As the accounting team is constantly trying to improve and become more efficient we will be adding processes and procedures that require everyone's participation.

In order to make sure that bills get paid in a timely manner it is very important that everyone in the company clears their queue in avid at least once a week and follow these guidelines.

By every Tuesday everyone must go through their queue and their disputed tab and try to approve whatever they can. However, there are times you will encounter invoices that you won't be able to approve. We are going to give you some guidelines on how to handle Invoices in the below a list of scenarios:

• This invoice is in the wrong Workflow. if you notice that this is not an invoice that would normally come to you, please check if the workflow is incorrect and then click on More arrow button located in the top right of the Avid page, then click on assign workflow and this will bring a pop up with a list of workflows to choose from. the names should be self explanatory. Chose the correct workflow then write a short comment as required by Avid.

  

  How to switch workflow in Avid

• You were not involved with anything related to the invoice in your queue. When there is an invoice in your queue but its in the correct workflow, because you were adhoc'd in error or it is something you did not deal with, you will then Click on Approve & Comment and will say that you are only approving to move invoice along, yet you cannot approve it. If you know who should be in charge of approving the invoice, then please note the name of the person in your comment, but DO NOT Adhoc the person you think should approve the invoice. Allowing the person that adhoc'd you to assign the invoice to the correct person prevents the invoice from coming back to you a second time.

• The Price is Incorrect or you need to negotiate with the Vendor. If you are seeing a bill and you disagree with the price or have any other issue that you need to discuss with the vendor then you should put that invoice in the dispute tab until that gets settled.

• The Work has not been completed. If an invoice comes to your queue and the work is not completed then you will put that invoice in the dispute tab until the work is finalized and you can approve the invoice.

Purpose of the Dispute Tab: For avid purposes, the dispute tab will not necessarily mean disputed it is just a means of taking invoices out of the pending approval queue so that the accounting team knows everything was looked at and dealt with or is in the middle of being dealt with. The Dispute Tab MUST be looked over every week when you are clearing out your queue, to make sure these invoices are not forgotten. If the issue has not been resolved yet, it is ok to leave it in the dispute tab until it is. Please make sure that you comment on the Invoice any notes that will describe the reason why it has been disputed so that if someone ever comes looking for that invoice, they will only need to look at the comments and be up to date on what is happening.

PLEASE NOTE THAT WHEN SOMETHING IS IN YOUR DISPUTE TAB IT IS YOUR RESPONSIBILITY TO HANDLE AND TAKE CARE OF IT.

If you have any questions feel free to reach out to the accounting team for clarification or if something was not addressed.

Please remember that when we follow these guidelines we are able to pay our vendors in a timely manner, and if bills get paid vendors are happy, which can mean better pricing and better service. When we have good vendors that provide good service, tenants are happier

and if tenants are happier, collections become easier which in turn means that accounting has money to pay bills to keep the vendors happy, bringing this to come full circle when everyone works together in the common interest of the company.

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-Taken from an email from Tuli Green on Dec 11, 2020 - UPDATED on Jan 06, 2025