YARDI Training Tips

P.O. FAQ's

Q. If the PO is attached (loaded) to the invoice, does it automatically close?A. That is correct.
Q. Will outside parties (AD's, Training etc) put in PO's for payments that they enter? A. It depends. If the AD has a business lunch with the team, then a PO will not be added. Departments will not add PO's. If an AD purchases an item for the property, then the AD should let the manager know right away so the manager can add the PO if the AD did not do so.
Q. Will expense reports/petty cash/mileage need PO's? A. No however some managers prefer to enter PO's for petty cash so they do not go over budget for that g/l.
Q. In the "back order" scenario, do we need to call the vendor to give a new PO number? Vendors like AZ Parts will probably retain the first PO # when the original order is placed. A. We do not need a new PO number unless you are doing a change order to remove it.
Q. When we do a change order, a new PO is created, we had some difficulty with this, We did a change order because the original PO did not include tax, and it duplicated the amount of the PO, were we supposed to only put in the difference, not adjust the full amount of each item?  A. You should be able to make a 10% adjustment without doing a change order.
Q. Are managers able to delete PO's? If it is no longer needed or if they made an error and want to delete and start over, or if they just won't be ordering it?  A. No, they can only close it and add close date.
Q. How can we clean up old PO's in the system? A. Close it and add close date.
Q. Can we edit recurring PO's (Change price? Add end date?) We saw inactive and delete boxes. A. Yes
Q. At what point of the month will managers post recurring PO's? If they close 20, 25, EOM etc, what is the DATE that they should post recurring PO's? Please confirm.  A. In the P.O. policy, it states they should be done at the beginning of the month. The manager will post all recurring PO's and push them through the approval process.
Q. Should the Recurring PO's attach the same way to the invoice? A. They should attach the same way.
Q. Is there a life line of how the PO should work, what should it say once it's been applied to an invoice? How will we be able to see that the PO has been used? A. P.O. Dashboard

ZDR's - Reduce Them

Want a way around them or to reduce them? You'll want to complete the following steps the next time you go to post a payment. This little guide will allow yardi to auto check the "Autopay" on the prepay line on the receipts, so your prepays will now automatically get applied to any open balances, so this should eliminate the need for a lot of zdrs.

QUICK HOW-TO:

Create/Open a receipt batch.
Enter the amount & items that you wish to claim in the deposit.
Select the button to create a new receipt in the batch.
Under "Display Type" change your drop down selection to say "Standard Receipt Display Type" like the following:
Enter the information for the payment that you're wanting to enter.
Save the information and move on to the next payment.
Once you do this, you'll never have to touch this setting again! Just a one time flip that we need everyone to do to help with the ZDR's.

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