Learn how to apply advertising expenses to a property ledger and generate invoices in MRI Vault.

This article covers:

• Add advertising expenses to a property ledger
• Generate an advertising invoice
• Add more expenses to an existing invoice
• Populate the VPA in the ledger and invoice
• Remove an expense from an invoice

Add advertising expenses to a property ledger

Easily record advertising costs for a property to keep your ledger accurate and ready for invoicing.

To add an advertising expense:

1. Go to: The property record > Click the Financials tab
2. Click the Advertising tab
3. Click Add Expense (Debit) in the bottom-right corner
   
4. Fill in the expense details:

• Date - When the expense occurred
• RefID - Optional internal reference
• Expense - Choose the supplier and expense type
• Total Amount - Auto-filled from the expense setup, but editable
• Less Company Contribution - Enter any company-paid portion
• Notes - Add notes to appear on the invoice
• Requested By - Select the user(s) requesting the expense
  

5. Click Save to add the expense to the ledger
6. Repeat as needed

To edit an expense, click Edit next to the transaction.

Generate an advertising invoice

Create an invoice once all advertising expenses are recorded in the ledger.

To generate an invoice:

1. Go to: The property record > Click the Financials tab
2. Click the Advertising tab
3. Click Generate/Update Invoice in the bottom-right corner
   
4. In the invoice screen, complete the following:

• Assign - Choose an existing invoice or let the system create a new one
• Header - Select the correct header if multiple are available
• Footer - Select the correct footer if multiple are available
• Recipient - Choose the property owner to receive the invoice
• Include - Tick the expenses to include in the invoice
  

5. Click Create Invoice

The invoice will appear in the Invoices section below the ledger.

6. You can click the menu options to the right of the invoice to:

• Three dots (menu) - Print, save or remove the invoice
• Email Invoice - Opens the email composer
• Send to Xero - Send to Xero if the integration has been setup

Add more expenses to an existing invoice

You can update an existing invoice by assigning newly added expenses from the advertising ledger.

1. Click Generate/Update Invoice in the bottom-right corner
2. Click the Assign drop-down menu
3. Select an existing invoice number
4. Select the expense
   
5. Click Update Invoice

Populate the VPA in the ledger and invoice

Set the Agreed Marketing Spend (VPA) amount in the property’s contract details to reflect it in both the ledger and invoice

1. Go to: The Property's card General tab
2. Scroll to Contract Details
3. Enter or update the Agreed Marketing Spend (VPA) value
   

This will populate within the property's advertising ledger and also the sales trust.

Remove an expense from an invoice

Unlink an expense to make changes or reassign it to a different invoice.

1. Go to: The property record > Click the Financials tab
2. Click the Advertising tab
3. To remove an expense, click Unlink next to the transaction
   
4. In the pop-up window, click Yes/Confirm to continue

The invoice will not be deleted, but it will remain in the system.

To delete an expense:

1. Click Edit to the right of the transaction
2. Click Remove
   
3. In the pop-up window, click Yes/Continue to delete the expense.