Skip to main content

Receipting - Auto Tenant Receipting

  • Updated

Auto Tenant Receipting is where you upload a bank file and if the tenant has been setup with the correct payment reference number in Vault, it will automatically receipt and reconcile money received.

This article explains the process of uploading the bank file and what can be actioned within the screen.

Step by step

1.  Property Management > Auto Tenant Receipting 

2. On the right select the banking file you wish to upload.  This example is a Deft .pay format.

mceclip0.png

You have to download the bank statement from your online bank account and save to your computer first, then upload into Vault. If you have difficulties with this, please contact your bank for assistance.

3.  Click to search for the file saved to your computer or Drag and Drop the bank file

mceclip1.png

4. You will now be able to see the following

  • Statement Date
  • Ignore - If ticked, there is no match of tenant reference number & you will manually receipt outside of this screen
  • Tenancy - If the reference was linked or matched, you can see the property address. Otherwise it will highlight the reference is not linked to a Tenancy 
  • Expected Rent - The rent amount added to the management/tenancy
  • Paid To - Shows the tenants paid to date
  • Expected Bond - Will show any bond outstanding
  • Tenancy Invoices - If there are outstanding invoices it will be highlighted by a number. Click on the number to choose which invoice to allocate money to
  • Amount - The amount received into the bank
  • Allocation (Rent, Bond, Unallocated) - You can edit where you want the money to go

By default all monies will automatically be allocated to rent with any excess being allocated to Rent Credit (which can be manually allocated to unallocated funds if required). 

mceclip2.png

mceclip3.png

mceclip4.png

5.  To update a transaction (link a property/tenant) that is shown Not linked to a Tenancy, untick Ignore and click Link/Fix

mceclip5.png

mceclip6.png

6. Add the property address or the tenant name and Save. This will link that reference number to the tenant so it will be matched next time you do the auto tenant receipting.

mceclip7.png

These tenant reference details are saved in the Management/Property > Tenancy/Management > Tenancy > Dates/Payment Schedule  

If you leave any transactions ticked as Ignore when you process receipts, those transactions have not been receipted so would need to be receipted manually.

7.  Once you are ready to complete the process go to the right of the screen and click on Process and Create Receipts

mceclip8.png

8. A pop up screen will appear confirming receipts made, Close. If you have selected to have receipts automatically emailed to the tenants, this will happen at this point

10. If you are banking with Macquarie you can access and download your bank file by clicking on Fetch DEFT (.pay) File on the left

mceclip9.png

mceclip10.png

 

 

Related articles