Every management will have a ledger which shows all transactions against the management.
This article explains how to read the ledger and also how & when to complete specific actions.
Contents:
Related Articles:
- Tenant Refund of Unallocated Monies
- Reassign, Dishonour & Reverse actions within the ledger
Reading the Ledger
The ledger
You can access the main consolidated ledger via the management > Tenancy/Management > Ledger
Within the ledger you can see:
Transactions:
- Unallocated Monies - Any monies currently receipted & held as Unallocated tenant monies. Click on this alert to Allocate (to rent, invoices or bond) or Disburse (refund to tenant)
- Pending Fees - Any fees that have been charged but has not yet been disbursed/paid. Click on the alert to delete a pending fee
- Bond Monies due - Bond that is outstanding/tenant has not yet paid. Click on the alert to view the bond ledger for this management and any outstanding amounts
- Tick to Include Transfers from Unallocated
- Tick to Include Reassigned/Reversed Transactions
- Icon to filter the transactions in the ledger by Transaction Date. You can select either descending (most recent at the top) or ascending (oldest at the top) order
Column Headings:
- Added - Date the user actioned the transaction eg receipted or disbursed
- Trans Date - Date the money was actually received (eg receipt on bank statement) or disbursed
- Trans# - Transaction number
- Receipt# - Receipt number
- Ref# - Reference number
- Description - Description of the transaction
- Withdraw - Money that has been disbursed/paid eg owner payment, fees
- Deposit - Money that has been received eg rent, owner contribution
- Balance - Combination of owner funds & tenant unallocated monies.
Click on the green round information icon next to the Balance for a breakdown of only owner funds
If a transaction requires action within the ledger click on Other
- Print/Save Receipt - Print the receipt or save to the Filing Cabinet
- Amend Description - Add an additional description
- Reverse - Used if you need to cancel an incorrect receipt, payment or fee
- This option is no longer available once the transaction has been presented (ticked) in the reconciliation
- Reassign - Used only to reassign funds if you need to cancel an incorrect receipt and the reverse option is no longer available
- This option is no longer available once the funds have been paid out to the Owner and a Statement generated.
It is not possible to Reverse a transaction that has been Reassigned.
- Dishonour - Used when a receipt 'bounces' bank to your bank.
- Change from EFT to Cheque - Used for creditor disbursements/payments only
