Creditor Invoices Work Queues

The instructions in this article relate to Creditor Invoice Work Queues. The icon may be located on your StrataMax Desktop or found using the StrataMax Search.

Introducing the first stage of our new Creditor Invoices project—designed to elevate your workflow. This initial release brings DocMax and StrataMax together like never before, delivering smarter, more automated data entry driven by the details captured in the DocMax Invoice Details area.

You’ll also enjoy a cleaner, modernised screen that supports both automated processing and the familiar manual entry workflow. Whether you're ready to embrace automation or prefer a traditional approach, this new experience gives you a faster, more intuitive way to review and process creditor invoices.

Start Queue

After invoices are added to DocMax, they can be processed in the Creditor Invoice Work Queues using the steps below.

Using the document preview, either check or enter all of the details in the invoice are correct with the field information: 

1. Search or select Creditor Invoice Work Queues.
2. The default queue will be displayed in the Work Queue drop-down selection. This can be adjusted to a different queue if required.
3. Click Start Queue to begin loading the document preview, then check or enter the creditor invoice fields.
   
   
4. Using the document preview, either check or enter all the details on the invoice to ensure they match the field information.
   • Building
   • Creditor (ABN and Pay By details will display below the creditor)
   • Posting Date
   • Invoice Number (25 characters)
   • Work Order
   • EFT Reference
   • Account
   • Amount
   • GST Flag (available for GST-registered buildings)
   • Details (20 characters)
5. Click Save to prepare the invoice for Payments, or Save and Pay to create the payment immediately, ready for a one-off EFT.
6. To skip to the next invoice in the queue, click Skip Document if required.

Auto Create All

This feature will create transactions for invoices that have been pre-filled in DocMax with the Invoice Details. 

1. Search or select Creditor Invoice Work Queues.
2. The default queue will be displayed in the Work Queue drop-down selection. This can be adjusted to a different queue if required.
3. Click Auto Create All. 
4. All available invoices in the queue will appear as ready for processing and pre-tagged. Each column can be sorted as required. If any invoices should not be processed, un-tag them. Click OK to process the tagged invoices.
   
5. Each invoice creates a transaction, and any exceptions are reported with a message explaining why it was not created.
   
6. Each item will have a create invoice icon next to the message column. Click this to create an immediate invoice, or close the window to leave any remaining items in the work queue, which will remain available for processing.

Auto Create Exceptions

The Exceptions window includes examples of invoices that can be manually created using the Create Invoice icon, as well as those that cannot be finalised in this window due to specific restrictions.

• BPay Invoices.
• Outstanding TaskMax Work Orders. 
• No Creditor or invoice details entered.

Not available to create invoice scenarios

• The Posting Date must be on or before the end of the current month. This will require the Month End Rollover process to be applied first, before the invoice can be finalised.
• Not enough money in one or more funds. This will require funds in the bank account before the invoice can be finalised.

Reverse & Recreate and Reverse Invoice

Reversing and Recreating (which allows the invoice to be edited), as well as reversing an invoice, can be performed from Local Transactions, Search Creditor Invoice Items, or Interactive Reports.