Skip to content
  • There are no suggestions because the search field is empty.

Linking and Unlinking Allotments and Invoices

If your council uses both Scribe Allotments and Scribe Accounts, you can easily manage tenancies that are linked to invoices. This guide walks you through viewing, unlinking, editing, and relinking tenancies and their corresponding sales invoices.

1. 🔍 View a Tenancy and Its Linked Invoice

To check if a tenancy record has been invoiced and view the invoice details:

  1. Open Scribe Allotments.

  2. Navigate to the relevant tenancy record.

  3. If the tenancy is linked to an invoice, the invoice reference number will be displayed on the record.

  4. Click the invoice reference to open the corresponding Sales Invoice in Scribe Accounts.

  5. In the invoice, review:

    • Invoice number

    • Customer name

    • Invoice status

    • Payments received

  6. Scroll down to Related Records to view the link back to the tenancy record.

2. 🔗 Unlink a Tenancy record from an Invoice

If you need to edit a tenancy record after it’s been invoiced (e.g., changing dates or updating fees), you'll first need to unlink it from the invoice.

  1. Return to the tenancy record in Scribe Allotments.

  2. Click the three vertical dots (Actions menu) on the right-hand side.

  3. Select Unlink from Accounts.

  4. Confirm the action if prompted.

Once unlinked, the tenancy record can now be edited as needed.

3. ✏️ Edit the Tenancy Record (If Required)

After unlinking, you can update the tenancy details:

  1. Make any necessary changes such as:

    • Dates

    • Fees

    • Customer details

  2. Click Save to update the record.

💡 Tip: If you’ve made changes that affect billing (e.g., date changes or extended tenancy periods), you may want to resend the tenancy to Accounts to generate a new invoice.

4. 🔁 Relink the Tenancy record to an Invoice

Once the tenancy record is updated, you can relink it to an invoice in Scribe Accounts:

  1. On the updated tenancy record, click the three vertical dots again.

  2. Select Link to Invoice.

  3. From the list of available invoices, select the correct invoice for the same customer.

    • Only invoices belonging to that customer will be shown.

  4. Click Link to attach the record to the selected invoice.

  5. A confirmation message will appear once the record is successfully linked.

5. ✅ Verify the New Link

To ensure everything is correctly linked:

  1. Return to the tenancy record.

  2. Confirm the new invoice number is displayed.

  3. Click the invoice number to view the updated invoice in Scribe Accounts.

  4. In the Related Records section, verify that the tenancy record is correctly listed.

📝 Optional: Open the previously linked invoice to ensure the tenancy reference has been removed.