Import negative multiple receipts

Owned by Fiona Wilson, created
Last updated: Jun 27, 2022
3 min read

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

Where card payments are used, it is common for those payments taken within a day to be grouped together and shown as one statement item in AgencyCloud - this could be a single positive or negative figure but could also be comprised of multiple items

The Import Negative Multiple Receipt tool, as outlined below, has been designed to allow the user to reconcile both positive and negative statement items within an overall negative figure - as it is not classified as a receipt overall, it won’t hit the Receipts from Statement screen as usual

Example

The daily bank statement has been imported and on the statement is one item - a negative of £141.54

This represents a payment that has left the account, however, the payment actually consists of multiple line items

Breakdown

Credits

Debits

+£358.56

-£707.69

+£619.23

-£511.64

+£100.00

 

£1077.79

£1219.33

The cumulative total of credits less debits is -£141.54

Each of the credits and debits were likely to have been made from/to a different landlord or tenant ledger

Import negative multiple receipts

1. Check debits

The debits should be checked to confirm they have been processed - they are refunds, so the funds should be on account in the system and can be searched for using the Bank Statement Analysis tool

  • Process refunds following same routine as outlined here

  • The right side of the Bank Reconciliation screen should then display the following:

2. Import negative multiple receipts

From Receipts from Statement:

  • Right-click Multiple and select Import negative multiple receipt

  • A screen is opened which displays all payments on the bank reconciliation

  • Select the relevant item and click Accept
    In this example, we need to reconcile -£141.54

3. Populate the breakdown

Populate the breakdown as you would a normal multiple receipt but also include the negatives by (use the – key to indicate this)

The negatives should be marked as Unknown but they will not actually be posted there

Positive figures should be allocated and matched like any other receipt in the screen (although this is not the case for the example on right)

  • When happy that the entries are correct, click Post

4. Bank Reconciliation

The statement item will show a duplicate (by design) – you can still reconcile normally
Bank Reconciliation should look similar to this:

Left side

Right side

  • Right-click over the relevant amount and select Reconcile to multiple items

  • Select the relevant transactions to merge and click Accept