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This guide has been reviewed against our global client base and classed as relevant to all regions
This guide outlines how to follow the flow of money from the import statement screen through to the landlord payment
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1. Importing funds Once the tenant has paid in their funds this can be imported From Lettings (on main menu): Click Daily Accounts Processes and select Import Receipts from Bank Statement
Using the payment reference, the system will try to link the payment to a tenancy Select whether to auto allocate the receipt or to just post the money to be allocated at a later stage
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2. Reconciliation After posting, the funds need to be cleared via the Bank Reconciliation screen From Lettings (on main menu):  |
3. Pay rent invoice Any receipts that were not auto allocated to invoices will now show on the Unallocated Tenant Receipts screen  Image Removed Image AddedReceipts can also be directly receipted and tracked through the tenancy From tenancy: |
4a. Following the money: allocations Once allocated, transactions on the tenancy can be viewed to see the flow of the money View Transactions screen From tenancy: In the Accounts functions panel (bottom right), click View Transactions To display details of the allocations linked to a transaction, right-click over the transaction and select Highlight allocations (the allocation will be highlighted in yellow)
 It is also possible to view related allocations via the Nominal Transactions screen From tenancy transactions (shown above): Double-click over the transaction to open the Nominal Transactions screen Click Allocations tab
This tab shows any related allocations - the total at the top matches the total allocation amount for the selected transaction - if the value is negative money, it has been deducted from this transaction, if it is positive - it has been added to the transaction  Image Removed Image AddedThe screenshot above shows the allocations for the tenant receipt, therefore shows a negative value, as the funds were paid across to the rent invoice
Various other functions are available: | Tip |
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Allocations will only ever show transactions in the same ledger - to see the money move over to another ledger, the Transfers tab should be used |
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4b. Following the money: transfers When dealing with rent: You can also follow a transfer: | Tip |
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Once the money is on the landlord ledger, the landlord payment can be processed, see next step |
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5. Landlord payment Funds should be processed via the Landlord Payment Run From Lettings (on main menu): | Tip |
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You can also access the same information via the landlord record and clicking Payments (top left) |
Payments will auto allocate any funds to landlord debits and will look to pay out the remaining credits - once posted, the money will move to the BACS and Cheque Run and will create a new transaction on the landlord ledger From the landlord transactions screen, highlighting allocations will show everything the payment consists of
To highlight allocations, right-click and select Highlight allocations (as seen in step 4a)  Image Removed Image AddedDouble-click a payment to access Nominal Transaction detail for that payment  Image Removed Image AddedThe Allocations tab shows multiple items that make up the payment Both positive and negative payments can be seen, the Total (top left) matches the payment amount
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6. Check paid status Once a payment is made out of the system, the status of it can be tracked From Transactions: |
7. Reconcile payments Once paid out of the system: The money will need to be reconciled via the Bank Reconciliation function - this confirms that it has left the system Once posted, the system balance will be updated
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