To add an expected payment to a rent account

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The procedure to add an expected payment to a rent account is as follows:

  1. Using the global search facility, type in the first few characters of either the responsible contact for the agreement or the asset address 1.
  2. Double-click on the row containing the exact record match. Where the expected record is not listed, a more advanced search can be conducted using the spy-glass icon ().
  3. Click on Agreements (contact summary 360 view) or History (for an asset) 2. The Agreements tile (or History tab) is activated, revealing a list of all agreements associated with the contact (or asset) in the Agreements (or Rent) summary table.
  4. Double-click on the specific agreement against which an expected payment is to be recorded for an account. The Agreement Details window is displayed.
  5. Click on Accounts. The Accounts tab is activated.
  6. Double-click on the specific account against which an expected payment is to be recorded. The Account Details window is displayed.
  7. Click on Expected Payments. The Expected Payments tab is activated.
  8. Click on New Expected Payment. The Expected Payment window is displayed.
  9. Using the Expected payment type drop-down field, select the appropriate parameter value for the regular payment e.g. Direct Debit or Standing Order 3.
  10. Click on Next. The Select Payer window is displayed, revealing a list of all contacts associated with the account.
  11. Activate the Select tick box against the row containing the desired payer for the account. Alternatively, click on New Payer to create a new member in the contact group, not previously held.
  12. Click on Next. The Select Bank Account window is displayed.
  13. Activate the Select tick box against the row containing the desired bank account for the nominated payer. Alternatively, click on New Bank Account to create a new bank account for the payer, not previously held.
  14. Using the BACS Company drop-down field, select the appropriate parameter value for the expected payment i.e. the company processing all BACS transactions on behalf of the housing organisation.
  15. Click on Next. The Payment Details window is displayed, ready to define the regular payment cycle.
  16. Enter the Payment Frequency as an integer value and select the corresponding recurrence parameter using the adjacent drop-down field (e.g. Weekly, Monthly).
  17. Using the Payment Day drop-down field, select the day of the week (or date in the month) on which the expected payment will be made, as dictated by the specified payment frequency.
  18. Using the Derived Payment Date drop-down field, select the parameter value to dictate the desired outcome for 28- or 30-day months i.e. First Day of the Following Month or Last Day of the Month.
  19. Enter the First Payment Date and Final Payment Date using the calendar icons (), or type in the values directly (format DD/MM/YY or DD/MM/YYYY) i.e. the dates defining the expected payment period. The Total Number Of Payments is automatically calculated.
  20. Enter the Payment % Split value into the field provided i.e. the portion of payment to be covered by this instruction 4.
  21. Where a Direct Debit recalculation is not required in the event that future amendments are applied, activate the Fixed tick box provided.
  22. Click on Next. The Payment Details window is displayed, ready to define all contributory factors within the overall expected payment; use the Refresh Amounts button to retrieve the latest account balance figures.
  23. Enter the Charge From Date and Charge To Date using the calendar icons (), or type in the values directly (format DD/MM/YY or DD/MM/YYYY) i.e. the dates defining the expected charging period.
  24. Control the additional values to be included in the calculation using the fields Include Balance (Options: Exclude balance, Include tenant balance with first payment, Include total balance with first payment, Spread tenant balance over payments, Spread total balance over payments), Include Repayment Arrangement (tick box) and Include Expected Payment (i.e. multi-select parameter values from a filtered list of expected payments and entitlements, or choose the All option, as required 1).
  25. Click on Next. The Payment Details window is displayed, revealing the expected Payment Amount Per Period value.
  26. Where a revised payment figure is required, enter the value into the Override Amount field. The Up and Down arrows are available to increment or decrement the value, as required.
  27. Click on Next. The Payment Schedule window is displayed, revealing the calculated schedule of payments 5.
  28. Where an additional payment needs to be included within the schedule, not already listed: (a) Enter the expected Payment Date using the calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY); (b) Enter the Payment Amount into the field provided; (c) Click on Add Payment - the additional payment is incorporated within the overall schedule.
  29. Similarly, where an expected payment needs to be removed from the schedule, highlight the corresponding row and click on Delete Payment.
  30. Click on Save 6. The new record is displayed in the Expected Payments summary table.


Tip

1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as required; the All tick box will be automatically removed once an item is deselected.

Note

1 The search facility will automatically return all possible matches for a contact's first name and last name once the Number of characters before an automatic search commences system preference is reached.; it will likewise return all possible matches for any corresponding address field.

2 The availability and customisation of all Contact Summary 360 View tiles is controlled separately for each end user via their unique system profile.

3 Only payment types configured as regular payments will be available for selection.

4 The system preference Allow zero payment % split for Direct Debit facilitates the creation of an expected payment to collect monies agreed through a repayment arrangement only; hence, any rent charges and expected entitlements linked to the nominated account will be automatically excluded from the calculation.

5 Where a weekly payment frequency is in operation, the system preference Weekly Direct Debit Schedule to Mirror Rent Calendar Chargeable Periods will ensure that any designated free periods are excluded from the payment calculation breakdown.

6 System validation rules ensure that an individual contact or contact group can only have one payment type effective at any one time. e.g. once a Direct Debit schedule has been defined, a new Direct Debit cannot be created with overlapping dates.


See related topics...

Rents account payment processing overview

To revise an existing payment schedule

To add an entitlement to a rent account

To define a rent payment type parameter value

To add a bank account for a contact

To define the user profile

Using the search facility