How to Link, Unlink, and Manage Service Contract Invoices in FalconPro Real Estate Software

How to Link, Unlink, and Manage Service Contract Invoices in FalconPro Real Estate Software

Introduction

FalconPro Real Estate Software introduces enhanced service contract management features to help users link supplier invoices efficiently. These updates allow businesses to:

  • ✅ Link supplier invoices to service contracts.
  • ✅ Unlink invoices if linked by mistake.
  • ✅ Track invoiced, uninvoiced, paid, and unpaid amounts.
  • ✅ Access linked payment vouchers directly from service contracts.

This guide explains the step-by-step process of linking, unlinking, and managing supplier invoices with service contracts in FalconPro Real Estate Software.

1. Understanding Service Contract and Supplier Invoice Linking

A service contract represents an agreement with a supplier for maintenance, repairs, or other services. The associated supplier invoice records the payable amount.

In FalconPro, users can:

  • ✅ Link a supplier invoice to an existing service contract.
  • ✅ Unlink an invoice from a service contract if necessary.
  • ✅ Monitor the payment status of linked invoices directly within the service contract module.

2. Linking a Supplier Invoice to a Service Contract

If a supplier invoice is created before the service contract, it must be linked manually.

Steps to Link a Supplier Invoice to a Service Contract:

  1. Go to Accounting → Payable Invoices.
  2. Open the Invoice That Needs to Be Linked.
  3. Click “Edit” → Select “Link with Service Contract.”
  4. Find the Service Contract from the List and Double-Click It.
  5. Review the Installment Details:
    • Check the installment amount and date.
    • Verify that the invoice amount matches the service contract installment.
  6. Click “Save” to Finalize the Link.
    ✅ Now, the service contract will reflect the linked supplier invoice amount as “Invoiced.”

3. Verifying Linked Invoices in Service Contracts

Once a supplier invoice is linked, FalconPro updates the service contract summary to reflect:

  • ✅ Invoiced Amount → The total linked supplier invoice amount.
  • ✅ Paid Amount → The total amount paid to the supplier.
  • ✅ Uninvoiced Amount → Remaining balance that has not been linked to an invoice.
  • ✅ Unpaid Amount → Outstanding amount pending payment.

Steps to Verify the Linked Invoice in the Service Contract:

  1. Go to Service Contracts.
  2. Select the Service Contract That Was Linked.
  3. Check the Invoice Summary:
    • Invoiced Amount should now reflect the linked invoice.
    • Paid Amount should match if the invoice was already paid.
  4. Click on the Invoice to View Details.
    ✅ This allows real estate managers to track service payments directly from the service contract module.

4. Unlinking a Supplier Invoice from a Service Contract

If an invoice was linked to the wrong service contract, it can be unlinked.

Steps to Unlink a Supplier Invoice:

  1. Go to Accounting → Payable Invoices.
  2. Open the Linked Invoice.
  3. Click “Edit” → Select “Unlink from Service Contract.”
  4. Confirm the Unlinking Process.
  5. Go Back to the Service Contract and Refresh the Page.
    ✅ The Invoiced Amount Will Now Be Zero, and No Invoice Details Will Be Displayed.

5. Tracking Payment Vouchers for Linked Invoices

FalconPro allows users to track payment vouchers for invoices directly from the service contract module.

Steps to View Payment Vouchers Linked to Service Contracts:

  1. Go to Service Contracts.
  2. Click on the “Invoices” Tab.
  3. Select the Invoice to View Its Payment Voucher.
  4. Click on the Payment Voucher to Open It.
    ✅ Users can now track payments directly from the service contract interface.

6. Preventing Deletion of Service Contracts Linked to Invoices

Once a service contract is linked to a supplier invoice, FalconPro prevents its deletion.

Error Message When Trying to Delete a Linked Contract:
If a user attempts to delete a service contract that has a linked invoice, FalconPro displays:
🚫 “Cannot process. Some invoices are linked with this contract.”

✅ To delete the contract, users must first unlink all invoices.

7. Benefits of Service Contract and Invoice Linking in FalconPro

  • ✅ Improved Financial Accuracy → Ensures service contract expenses are properly recorded.
  • ✅ Better Payment Tracking → Easily monitor paid and unpaid amounts.
  • ✅ Simplified Invoice Management → Prevents duplicate payments and misallocations.
  • ✅ Quick Access to Payment Vouchers → Users can view invoice payment details with one click.
  • ✅ Error Prevention → Prevents accidental deletion of service contracts linked to invoices.

Conclusion

FalconPro Real Estate Software provides a streamlined method for linking, unlinking, and managing supplier invoices within service contracts. By following these steps, businesses can ensure financial accuracy, prevent errors, and track service-related payments efficiently.

FAQs

  1. Can I link multiple invoices to the same service contract?
    Yes, FalconPro allows linking multiple invoices to a single service contract as long as the amounts match the contract installments.
  2. What happens if I unlink an invoice by mistake?
    You can relink the invoice using the same steps in the “Linking a Supplier Invoice” section.
  3. How do I know if an invoice is linked to a service contract?
    Go to Service Contracts → Invoices Tab, where all linked invoices are displayed.
  4. Can I delete a service contract if it has linked invoices?
    No, FalconPro prevents deletion of service contracts with linked invoices. You must unlink the invoices first.
  5. How can I check the total amount paid for a service contract?
    The Invoices Tab in the service contract shows:

    • ✅ Invoiced Amount → Total supplier invoices linked.
    • ✅ Paid Amount → Payments made against the invoices.
    • ✅ Unpaid Amount → Remaining balance due.

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