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Sending Tenancy Invoices to Scribe Accounts (Line View)

Purpose 

This procedure explains how to send allotment tenancy charges to Scribe Accounts using the Line View invoice creation screen. It guides users through selecting invoice details, assigning cost centres and codes, and adjusting individual line items before generating the invoice.

Scope 

This procedure applies to Clerks, RFOs, and council staff responsible for creating and issuing allotment invoices through Scribe Allotments and sending them to Scribe Accounts.

Prerequisites 

Before starting, ensure that:

  • You have access to Scribe Allotments and Scribe Accounts.
  • The tenancy record is fully set up with correct charges.
  • Your user role allows invoice creation and sending to Accounts.
  • Relevant cost centres, cost codes, and VAT types are already configured in Scribe Accounts.
  • You know the invoice date, due date, receiving bank, and footer text to apply.

Procedure 

  1. Log in to your Scribe Allotments account.
  2. Navigate to Tenants from the main menu.
  3. Locate the tenancy record you wish to invoice.
  4. Click the three dots (⋮) next to the tenancy record.
  5. Select Send to Accounts.
  6. On the invoice setup screen, choose the Invoice Date.
  7. Select the Receiving Bank from the dropdown list.
  8. Enter an Invoice Description (e.g., “Annual Allotment Rent 2025/26”).
  9. Enter the Due Date for the invoice.
  10. Choose the appropriate Footer Text for allotment invoices.
  11. Assign a Cost Centre and Cost Code if they apply to the invoice as a whole.
  12. Review the individual line items displayed below.
  13. If all line items share the same coding or VAT type, use the bulk options to:
    • Assign Cost Centre
    • Assign Cost Code
    • Select VAT Type
  14. If any individual line item needs different coding, adjust these directly within the Line View by editing the relevant line.
  15. Review all invoice details for accuracy.
  16. Click Save to generate the invoice.
  17. Confirm that the invoice now appears in Scribe Accounts →Transactions → Invoices.

Troubleshooting / Common Issues 

Issue Possible Cause Resolution
Invoice not appearing in Accounts Sync or processing delay Refresh Accounts or wait a few seconds, then check Transactions → Sales Invoices.
“Send to Accounts” option is missing User role lacks permissions Request invoice creation permissions from your system administrator.
Incorrect cost centre/cost code options Codes not yet set up in Accounts Add required codes in Scribe Accounts before sending the invoice.
Line items show incorrect VAT Default VAT settings applied Edit the VAT type per line item or use bulk VAT selection.
Cannot save invoice Missing required fields Ensure the invoice date, due date, and receiving bank are completed.

References / Related Documents