What is the Treasurer’s role?
The Treasurer of the Condominium Corporation is PEKA’s primary contact for monthly invoice review and approval, and the recipient of monthly financial statements on behalf of the Corporation.
What is Payscan?
Payscan is a cloud based invoicing program that is designed to improve continuity between treasurers during the natural cycle of new boards and positions occurs. It allows easy accessibility to invoice history, improved security of sensitive documents and is accessible by internet virtually anywhere in the world. This industry leading platform also provides improved security from the previous format of e-mail communication.
How does the invoice approval software work?
PEKA receives all the supplier invoices for the condominium. Every invoice that enters our office is scanned and stored electronically using highly advanced and secure workflow software. Our invoice approval is three-tier: Condominium Agent; then Accounts Payable; and finally, Treasurer. As Treasurer, you will then have until the 20th of the month to review the invoices at your leisure and contact your Property Manager with any subsequent questions or concerns. Should you have invoices pending your approval, then, every Wednesday you will receive an email notifying you to login in Yardi Payscan to approve the pending invoices. An attachment is included that lists a summary of invoices pending your approval. A final email notification will be sent on the 17th of each month. Once you are satisfied with the invoices, select ‘Final Approve’ for all the invoices and ‘Post’. This Approval will prompt accounts to post and print the cheques for payment. Our office will single-sign the cheques on your behalf and release the payments to the suppliers.
How do I access Yardi?
Open your Chrome web browser. Although, Internet explorer can be used; Chrome is recommended.
Paste the below link in to your web browser. Please save this in your browser, so that it displays for future visits.
https://www.yardiaspcn6.com/76047peka/pages/LoginAdvanced.aspx
This will bring you to the PEKA Yardi Voyager home screen. Enter your Username and Password.
Who do I contact if my password isn’t working?
Please contact Jenna Rencz at jenna@peka.ca or by phone 403-678-6162 ext 231
Managing invoice approvals while you are away
This invoice approval software is web based; which allows the Treasurer to login from anywhere in the world. The Treasurer is more than welcome to share their login credentials with another Board member to approve invoices while the elected Treasurer is away.
What if the Board would all like to be included in financial statement review?
The system can only assign the Treasurer to the invoice approval role and therefore only allowing one email. We suggest forwarding the financial report packet to all other members. It is sent out on the last day of each month.
Do you have a ‘How to Guide’ with instructions on how to approve invoices in Payscan?
Please download this document … Yardi Guide.pdf