Lessor invoices

A facilities lessor sends a monthly invoice for a site. The AP Specialist records the lessor reference, billing and due dates, organization, accounting period and total amount. Each line carries a description, quantity, unit price, tax code and ledger account. The team can compare the line subtotal with the header and keep the original invoice as an attachment to the record.

The same method works for a logistics asset or an IT lease charge. The lessor master holds contact and remittance details. The invoice remains the operational record for the amount payable and the amount already paid. Its balance and days past due help the team decide which items need attention first. A disputed charge stays visible instead of disappearing into an email thread.

• Capture. AP enters the payable and its coded lines against the correct lessor and organization.
• Decide. The Controller reviews a pending invoice and records the approval outcome through the invoice action.
• Follow. AP works disputed and past-due charges while Treasury handles payment movement.

Agree how lessor numbers, reference numbers and duplicate invoices will be checked. Decide which organization owns a charge when several entities share a location. Set a policy for attaching invoice images and correspondence, including who can correct an amount after it was submitted for approval. The approval limit on each finance team member can inform who is assigned to review, while the actual decision is retained in the review trail.

Choose ledger accounts before moving live invoices into the system. Define how the AP team treats tax codes and charges that belong to a different accounting period. Agree when an invoice should be marked disputed and who contacts the lessor. The exception queue should have an owner who can clear stale items daily.

Use a lessor invoice due next week with two charge lines. AP attaches the source document, enters the lines and checks that the payable total is right. After AP submits it, the Controller opens the pending approval screen and checks the lessor, amount, coding and period. The approval action changes the invoice to Approved and retains both a review decision and an operation receipt. Treasury can then link a payment to the invoice. Return to the invoice and check that the payment and payable balance tell the same story.

Repeat with a disputed charge. Keep its status visible, attach the lessor’s reply and decide whether to correct the charge or leave it open. The past-due screen gives the team a follow-up list; the control desk ranks exceptions and opens the native invoice record for action.

• AP Bills Worklist — Draft, pending and disputed charges that AP needs to prepare or resolve.
• Lease Invoices Pending Approval — Invoices waiting for the Controller’s decision.
• Lease Invoices Past Due — Due dates and remaining balances for follow-up.

Follow invoice review and payment or see the data model.