To add a payment apportion rule to a rent account

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The procedure to add a payment apportion rule 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 a payment apportion rule is to be added to an associated 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 a payment apportion rule is to be added. The Account Details window is displayed.
  7. Click on Apportionment. The Apportionment tab is activated.
  8. Click on New Apportion Method. The Apportionment Method window is displayed.
  9. Enter a Description for the apportionment method into the field provided 3.
  10. Using the Payment types drop-down field, multi-select all payment types for which this apportionment rule is relevant, or choose the All option, as required 1.
  11. Choose an Effective from date for this apportionment rule i.e. the date on which it came into effect 4.
  12. Choose an Effective to date if the apportionment rule is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the rule will never expire.
  13. Where the apportion method should not be replaced by the output of a global apportionment rule, activate the Do not override tick box provided 5.
  14. Click on Next. The Add Apportionment window is displayed.
  15. Select the Destination account to be linked to the apportionment rule using the spy-glass icon () or type in the account reference directly i.e. the account to which payments will be attributed. The Search Account window is displayed.
  16. Enter sufficient account details into the search fields provided and click on Search. The Search Account window is displayed, returning all possible matches.
  17. Double-click on the row containing the exact record match. The Add Apportionment window is displayed, revealing details of the selected account.
  18. Using the Apportionment order field, enter a positive integer to specify the sequence in which the apportionment is processed. The Up and Down arrows are available to increment or decrement the integer, as required 6.
  19. Using the Apportionment type drop-down field, select the mathematical ratio to be applied to received payments (e.g. Percentage, Fixed Amount, Clear Account, Remaining Balance) and enter the adjacent ratio Amount. The Up and Down arrows are available to increment or decrement the integer, as required.
  20. Activate the Apply if account clear tick box provided, as required, to preserve the execution of the rule even for cleared balance accounts.
  21. Click on Add / Update Account. The destination account is displayed in the Accounts summary table, along with the assigned apportion order value.
  22. Repeat steps 15 through 21 to add further accounts to the apportionment rule.
  23. Click on Save. The new record is displayed in the Apportionment Methods summary table.
  24. Click on Save.


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 System validation rules ensure that the description entered for each apportionment method is unique for the effective period.

4 The Effective from date defaults to the current system date and cannot be left blank.

5 The centralised management of payment allocations is controlled via the scheduled task Cascade Global Apportionment Rules to Accounts.

6 System validation rules ensure that the assigned Apportionment order value is unique across all destination accounts included within the rule.


See related topics...

Rents account payment processing overview

To remove a rent account from a payment apportion rule

To define the user profile

To create a new scheduling timetable

Using the search facility