Yardi Voyager: How to Enter and Code Invoices to the Correct GL Accounts

Enter the invoice in Payables, pick the correct Property and Vendor, then code each invoice line to the right GL account (and the right Job/Cost Code if it’s a job). Make sure the total of all coded lines equals the invoice total, save, run the invoice register/preview posting, and only then post or route for approval.

 

Where to enter the invoice

 

• Go to Payables (often called Accounts Payable).
• Choose Invoice Entry (sometimes “Enter Invoices” or “Payable Invoice”).
• Select the Property first. This controls which GL accounts are allowed.
• Select the Vendor, enter Invoice #, Invoice Date, Due Date, and Amount.

 

How to code to the correct GL account (simple rules)

 

• GL account = where the expense “lands” (example: Repairs & Maintenance, Landscaping, Utilities).
• If the invoice covers multiple things, split it into multiple lines and code each line to its own GL.
• If it’s tied to a project, use Job and Cost Code (example: Roof Project → Roofing Labor). If it’s normal operations, leave Job blank.
• Use the correct expense period (sometimes “Post Month”): put it in the month the HOA wants the expense reported, not just the invoice date.

 

Step-by-step: coding the lines

 

• In the Distribution or Invoice Detail section, add a line.
• Choose the GL Account. If there’s a lookup, search by keyword (example “electric”, “janitorial”).
• Enter the line amount.
• Add Description (helps audits and board questions).
• If required, fill Department, Fund, or Entity fields (depends on the chart of accounts setup).
• Repeat for each line until the distribution total equals the invoice total.

 

Common mistakes that cause wrong GL coding

 

• Wrong property selected first: it can silently push you to the wrong account list.
• Using a cash/bank GL instead of an expense GL: invoices should hit Accounts Payable automatically, not the bank.
• Posting to a balance sheet account (unless it’s truly an asset like equipment).
• Forgetting to split (example: one invoice includes repairs plus materials plus trip fee).
• Wrong post month: makes financial reports look “off” even if the GL is correct.

 

Validate before posting

 

• Check invoice total equals distribution total.
• Run the Invoice Register or a batch edit/preview to confirm GLs.
• If approvals are enabled, route for approval and do not post early.

 

Troubleshooting

 

• If a GL won’t select: it may be inactive, not allowed for that property/entity, or requires a department/fund.
• If totals won’t match: look for a missed line, negative line, or tax/freight not entered.
• If coding keeps defaulting wrong: the vendor may have a default expense account set; update vendor defaults carefully.

 

When to contact support or admin

 

• You need a new GL account, department, or fund added to the chart of accounts.
• Approval workflow or posting permissions block you.
• Intercompany, multiple entities, or special HOA fund accounting rules apply and the system isn’t matching your reporting needs.