To add a rent payment to a batch

The procedure to add a rent payment to a batch is as follows:

1. Navigate to Quick Menu > Rents > Configuration > Rent Payment Batches. The Payment Batch Details window is displayed.
2. Expand a payment batch status heading from the alphabetical list and select an associated batch reference or type the reference directly into the Search Payment Batches field. By default the list is filtered to show Open payment batches. An alternative filter can be applied using the Select view drop-down field: Entered, Awaiting Authorisation, Posted, Cancelled, Part Posted or All 1.
3. Click on Details. The Details tab is activated, revealing a list of all current batched payments in the Payments summary table.
4. Enter the Paying reference for the received payment into the field provided.
5. Enter the Value of the received payment into the field provided.
6. Amend the default Payment date for the entry, as required, using the calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY).
7. Activate the Override apportionment tick box to bypass the apportionment method active for the related account.
8. Click on Add / Update Payment 2. On successful completion of system auto-matching rules, the Post to type and Posting reference fields are populated with the corresponding values of the matched result and the new payment appears in the Payments summary table 3; proceed to step 13.
9. Alternatively, to conduct a manual search for the matching source record, select the Account (or Transaction) parameter value using the Post to type drop-down field and search for a corresponding Posting reference using the spy-glass icon () 4. The Select Account (or Select Transaction) window is displayed.
10. Enter sufficient account-related details into the search fields provided and click on Search. All possible matches are returned in the Accounts (or Transactions) summary table.
11. Select the row containing the exact record match and click on Confirm.
12. Click on Add / Update Payment. The new batched payment entry appears in the Payments summary table.
13. Repeat steps 4 through 8 (and potentially 9 through 11) to add further payments to the batch.
14. Click on Save 5.

Note

1 The Search Payment Batches field will match against any element of the batch reference.

2 It is only permitted to add a rent payment where the batch status is set to Entered or Awaiting Authorisation.

3 Auto-matching rules will attempt to map the payment to an account or transaction using a series of hierarchical rules: (1) by the account payment reference, (2) by the account reference and finally (3) by the transaction reference. Where no results are returned the payment will be posted to the default suspense account.

4 Selecting Suspense Account as the Post type parameter value enables the end user to map the payment directly to a suspense ledger code without the need to search for a matching record; the Suspense account drop-down field is activated, enabling the ledger code to be nominated.

5 System validation rules verify the end user's permission levels in respect of the Maximum payment batch value (overall batch total) and Maximum payment value (individual line total) threshold values being exceeded; the batch status Awaiting Authorisation will be automatically assigned, as appropriate.

See related topics...

Rents payment batch management overview

To delete a rent payment held in batch

To post a batch of payments to rent accounts

To create a new rent payment batch

To set rent authorisation limits for a user account