If you submit an expense within your Aspen iAgent® account and you receive an error message that says the invoice cannot be submitted because it is a duplicate expense, you can correct this issue.
Example of error message:
The system recognizes previously submitted expenses on the property with the same criteria below:
- Account Code,
- Service Dates
In these cases when you are certain that this is not a duplicate, then you should adjust the "Account Code" or the "Service Date From" or the "Service Date To" fields if there was a date range when the work was completed. That will fix the expense error message and allow you to submit the expense successfully.
Next, click on the "Submit" button located at the bottom right side of the screen to move forward with submitting the expense to your client.
Note: When you click on the "Submit" button, this will clear out any previous warning messages and error messages that were on the expense. If you see a validation box in yellow, simply close that box and move forward with clicking on the "Submit" button again.
Note: Some warnings require you to hit the "Submit" button again to move forward.
Once you have submitted your expense successfully, you will have an "Invoice Reference Number" generated by the system upon submission. Keep this invoice reference number handy in case you need to contact your client regarding that particular expense.
If you're having a problem with your expenses being reimbursed you would need to reach out to Accounts Payable at email@example.com.
Note: If your expenses are listed in the color Red and in a "Pending" status that means there are problems with the expense that may cause delays in processing. You are required to go in and click "Submit" again to confirm that you understand the processing delay.
For more information on Expenses please refer to the Broker Procedures Manual in your "Communications" tab (Section 11: REO Property Expenses and Reimbursements Page 145).
See our Expense User Guide HERE