Import receipts from bank statement updates & enhancements

Owned by Fiona Hardy, created
Last updated: Aug 16, 2024
7 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

Available from version 12.191

Several configuration options are available as part of this update (see information below)
To request for any of these options to be enabled on your system, click here to contact Reapit Support

The import receipts from bank statement function has been updated and enhanced as follows:

  • Performance updates have been applied to ensure the function runs more efficiently in the background and also that the information shown within the import receipts from bank statement screen loads quicker

  • The import receipts from bank statement screen has been updated to assist usability

  • New configuration options have been developed which:

    • Only match a statement item using a payment reference (held in Reapit)

    • Prevent saving when a payment reference is not unique

    • Assign users to a statement item
      All three of the configuration options listed here are disabled by default

This guide covers all the updates outlined above:

Import receipts from bank statement screen updates & enhancements

1. Access import receipts from bank statement screen

From Lettings/Rentals on main menu:

  • Click Daily Accounts Processes and select Import Receipts from Bank Statement

RFS main screen.png

2. Pages & changing the number of items shown in each page

Statement items are now presented over multiple pages:

  • This update means that the screen can load quicker, as it is no longer attempting to present all items when launching the screen

  • Use the forward/back and skip to end/start buttons (bottom right) to scroll through each page

  • Items in page allows the number of items shown on the page to be changed

    • This limit is stored against the logged in user and is remembered when the page is re-loaded

    • Enter the required figure and press tab (on keyboard) to refresh the screen

RFS items in page.png

3. Display options

  • Display options are now offered in a drop-down menu (rather than listed on screen)

  • When selecting By Date, the date field is shown and can be changed

4. Import button

The Import statement link (previously shown top right) is now an Import button (bottom right):

  • Click to select file to import

  • Right-click for Reverse statement import option

5. ‘Assigned to’ filter option

The Assigned to filter option allows statement items to be filtered according to who they are assigned to:

  • Assigning statement items is a new configuration option which allows authorised users to assign statement items in bulk to selected users or themselves
    See next section for more information on this configuration option, including how to assign & unassign statement items

  • When statement items are initially imported to receipts from statement they are unassigned
    i.e. they are not assigned to a specific user/negotiator

  • The default view in the receipts from statement screen is to show all items that are both assigned and unassigned - use the filter menu options to view items assigned to the currently logged in user, to a specific user/negotiator or just view unassigned items

6. Negotiator grid column

The negotiator column is related to the new assign functionality outlined in step 5 above

  • A Negotiator grid column has been added (far right) and displays who each item is assigned to

  • Blank indicates the statement item is currently unassigned

Assign (& unassign) statement items - configuration option

1. Display items to assign or unassign

From import receipts from bank statement:

  • Display the items you wish to assign or unassign using the Assigned to filter menu and/or the Items in page field to

    • To change the Items in page, enter the required figure and press tab (on keyboard) to refresh the screen

  • Click Assign then select Assign items or Unassign items, as required
    See next steps

2. Assign displayed items

The screen should display all items you wish to assign (as outlined in step 1):

  • Click Assign then select Assign items

  • Select the user to assign the items to and click Select

  • A pop-up message is displayed to confirm how many items are being assigned and who to, click Yes
    If the items are already assigned to another user, this will be overwritten with the newly selected user

  • A pop-up message may be displayed to highlight that you have not posted receipts for the items, if you wish to continue to assign, click Yes

  • Click Yes to assign the items to the selected user

3. Unassign displayed items

The screen should display all items you wish to unassign (as outlined in step 1):

  • Click Assign then select Unassign items

  • Select the user to assign the items to and click Select

  • A pop-up message is displayed to confirm how many items will be unassigned, click Yes

  • A pop-up message may be displayed to highlight that you have not posted receipts for the items, if you wish to continue to unassign, click Yes

  • Click Yes to unassign the items

Match imported receipts strictly on payment reference - configuration option

A unique payment reference needs to be entered in the following locations for a tenancy, tenant, landlord or Direct Debit, as follows

Tenancy

  • Access tenancy and click Financial & Extensions tab

  • Enter Payment reference
    This field should be used if the reference is used by all tenants - if not, individual tenant references should be used instead (see Tenant section below)

Tenant

  • Access individual tenant record

  • Enter Payment reference

Landlord

  • Access landlord record

  • In Landlord’s Properties panel, right-click required property and select Add/Edit payment reference

  • Enter Payment reference and click Accept

Direct Debit

  • Access Manage Direct Debits screen

  • Enter Reference

Prevent save when payment reference is not unique - configuration option

When a payment reference is not unique:

  • A exclamation mark is displayed beside the payment reference

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