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Using Payables Default Configurations ensures efficiency and consistency in managing recurring lease expenses
Payables Default Configurations in Occupier enable the auto-population of consistent fields for individual leases linked to specific expenses. These configurations simplify recurring workflows by reducing manual input for fields that remain constant each month, such as Allocation IDs or Vendor information. However, fields that may change monthly, such as invoice dates or variable expense amounts, are not included in these defaults.
Setting Up Payables Default Configurations
1. Navigate to the Lease and Access the Payables Tab
Go to the specific lease entry for which you want to configure Payables.
Click on the Payables tab.
2. Open the "Configure Defaults" View
Within the Payables tab, click on the “Configure Defaults” option to begin setting up fixed fields for the selected lease.
3. Identify Constant Fields
Determine which fields should remain consistent month-over-month (e.g., Allocation IDs, Expense Types, or Vendor details).
Avoid selecting fields that are likely to change regularly (e.g., Date Invoiced).
4. Populate Fixed Fields
Locate the expense you want to configure.
Click the three dots on the right side of the Expense Type.
- Enter the appropriate values for the constant fields (e.g., Vendor, Allocation ID) and click Submit.
- Repeat this step for all relevant expenses.
5. Verify Default Configurations
Once submitted, verify that the fields are correctly populated.
You should see:
- Constant fields (e.g., Vendor, Allocation ID)
- Variable fields (e.g., Invoice Dates or Placeholder Amounts)
- Expense Type and Amounts
You may need to adjust the Table Configurations to reposition the fields in the order you would like.
6. Adjust Configurations as Needed
For monthly variations:
- Edit the specific expense by clicking the three dots and updating the relevant field.
For permanent changes:
- Access the “Configure Defaults” view and make adjustments to the fixed fields.
Key Tips for Success
- Use Payables Default Configurations only for fields that remain consistent over time.
- Regularly review and update configurations to reflect any changes in lease terms or vendor details.
- Leverage recurring payables for efficiency in managing expenses with predictable patterns.