Approving Invoices

Any vendor invoice for the site needs to be emailed to APInlandDevon@InlandGroup.com. Once received, the Accounting team will review the invoices, upload them into Yardi  (also called Procure2Pay or P2P), and then assign them to the appropriate site. 

The site managers are then responsible for the initial coding, descriptions, etc. Once the site manager has completed their portion of the process they will mark the invoice as approved and it will then flow into your Workflow Dashboard.

1. Navigate to Yardi.InlandGroup.com 

2. Select the option for Devon Single Sign On

3. Login using your individual Devon email address. (For example, joe.smith@devonselfstorage.com - not the site email address.)

4. Approve the login thru Duo Mobile when prompted

5. On the greeting screen, select "Elevate (Production".

6. Select the "Live" database selection when asked.

7. Once in your Workflow Dashboard (you should see those words displayed at the top), any invoices which require your attention will be listed.

   • If your Workflow Dashboard does not open automatically, or if you have somehow ventured away from it, you can pull it up again by clicking

8. Starting with the first invoice, click to open it for review.

9. Ensure that your site managers have completed the following:

   • The Entity field should contain the proper Store Number where the charge is being allocated to

   • The total Amount(s) listed in the coded line item(s) should reflect the amount shown on the invoice, and should also be the correct amount owed to this vendor. (For example, if this is a CAPEX project and we've already paid a 50% deposit, we need to make sure we're only paying the remaining balance once work is completed. Be sure to review this carefully.)

   • Ensure the appropriate GL Codes have been assigned to the charge. 

   • Ensure a clear & detailed note as to what the purchase/service covered is entered as well. Spelling & grammar should be correct, and we need to stick with consistent formatting of the notes. (Examples: "12/1/23 Pest Control Service" or "12/1/23 - 12/31/23 Landscaping" or "20 Large Boxes")

   • Ensure any required attachments, such as a lien waiver for CAPEX projects, is also uploaded in the Attachments section. (There is an icon on the left for Attachments.)

10. An important item to note before moving forward is that anytime you add or adjust something on this invoice, you must click "Save" before you can select the next step or before you move on to another invoice.

11. If any of the following items above are missing or incorrect, you need to kick the invoice back to your manager to make the necessary corrections. To do this, click the dropdown for Next Steps and select the option to Return to    (you'll only use the Return to AP for Void/Null option if this is a duplicate invoice or there is some other reason why this invoice shouldn't be paid or is in the wrong store's workflow).

    • You'll also need to add a comment as to why you're kicking the invoice back and what the corrective action needs to be. 

    • Click the "Activity Feed" tab on the right side of the screen.

    • Enter your comment, tagging any specific person that you need to.

12. Once you have confirmed that all information is present, clear, and correct, click "Save" if you have made any adjustments. 

13. Use the dropdown menu to select the Approval option.

14. Click "Save Step and Next". This will save the current invoice, move it along to the next phase of the workflow, and automatically open up your next invoice. Once you have completed all items that require your attention, you'll receive a prompt letting you know that you're done for now.