Prioritise invoices by category when auto-allocating tenant receipts/landlord payments - configuration option
- Fiona Hardy
This guide has been reviewed against our global client base and classed as relevant to all regions
Currently when auto-allocating against invoices, a specific priority order is used:
for tenant receipts how rent invoices are prioritised is dependent on configuration
Amount matching (default configuration): this looks for an exact match, irrespective of the type of invoice - if there are one/more invoices matching the exact receipt amount, it allocates it to the oldest invoice - failing the above, it looks for permutations of invoices that make up the amount of the invoice
Date order configuration: when this configuration is in use, the routines look for an exact match for the receipt amount in any non-rent invoices first - failing this, it then allocates as much as possible to rent invoices, from oldest to newest - for any remaining amount, it falls back to the default behaviour as outlined above
for landlord payments monies are allocated in date order
From AgencyCloud 12.130+, configuration options are available for one/both of the above which allow invoices to be prioritised by category - to use this configuration, a priority list needs to be identified
Categories with equal weightings can be classed as the same priority level - in this case, equal categories are grouped in tranches, with priority within a tranche being established using date order
To enable this configuration option, click here to contact Reapit Support
Tenant receipts - example A category order, such as the one below, could be used: 1. Deposit 2. Rent 3. Deposit deduction and tenant to landlord payment 4. Tenant supplier invoice 5. Tenant fee | |
Landlord payments - example A category order, such as the one below, could be used: 1. Landlord tax 2. Reserve funds (to pay works orders/supplier invoices etc.) 3. Nominal letting fee and management fee 4. Landlord supplier invoice 5. All other letting fees |
In both examples above, the third priority level consists of two categories
When this applies, priority level 3 will be set up as a tranche - meaning that both categories within the tranche will have equal priority and the order for auto-allocation within the tranche is determined by date
Tranches can be set up at any priority level (not just level 3)
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