Reconciliation method for CSV Import

 

To begin reconciling we navigate to 'Block' > 'Block Accounts' > 'Transactions. Here we click ‘More Actions’ and select ‘Bank Reconciliation’.

 

Here we will see all transactions laid out on the left of the screen. On the right we will see the options we have for reconciliation. If the transaction is a credit then these options will refer to leaseholder invoices or credits and supplier refunds. If the transaction is a debit then the opposite will be true.



To begin we click the blue ‘Assign Invoice Payment’ button to assign the transaction to an invoice.  In the first box we will be able to choose the unit/supplier. If the Unit/Supplier we are reconciling is grey and cannot be selected this will be due to one of the following reasons:

  • There are no invoices for this Unit/Supplier
  • All invoices for this Unit/Supplier are fully reconciled
  • The invoice we are trying to reconcile is assigned to a different bank account





Once we have selected the Unit/Supplier we can then locate the invoice we want to reconcile and select 'New Payment' to assign a new payment to the invoice and reconcile it.





   If you are linking to manually reconciled payments: If you have already marked a demand/invoice as paid or have previously manually reconciled a demand then, instead of 'New Payment', you will see the payment previously created as shown below. Simply choose the correct payment to link and continue with the remaining steps.





Once we have chosen both the Unit/Supplier and invoice we can go ahead and type in the amount we are reconciling up to the maximum amount of the transaction. Now we can click 'Assign' to register this action. If we have reconciled less than the maximum amount we can add more items before clicking 'Save'. See further down for information on this. Once we are happy we can click 'Save' and this transaction will disappear from the reconciliation page if the full amount has been reconciled. If it has not been met then the transaction will remain on the reconciliation page partially reconciled until complete.


 

The Orange ‘Add Ledger Item’ will create a ledger item against a unit or the whole block. This is best used for cases like bank charges etc. 



Counter Party: This is the person/place we received the money from or sent it to.

Description: Description of ledger item

Category: The category we will be assigning this to

Property: We can choose whether this relates to a whole block or an individual apartment

Schedule: This is optional. We can link it with any schedule used e.g. for budget


The ‘More Actions’ button will show two menus depending on whether the transaction is a debit or credit. See below:

 

Credit


PLEASE NOTE: Credits assigned to Leaseholders will be deducted from the next invoice with the same category.


Debit

            

The difference between ‘Assign’ and ‘Create’ depends on whether the refund/credit has already been manually added to the account. If it has then ‘Assign’ is the correct selection.

      

Once we have created the reconciliation we can click ‘Assign’ and either click ‘Save’ or add another to the same transaction if there is still some funds left. We can add as many of these as we would like. They will simply stack like so:



Once we have reconciled all transactions we wish to reconcile we can navigate back to the transaction page and we will be able to see that they are reconciled by the tick in the 'Rec. Status' column.

   



If we want to see what a transaction is reconciled to we can click the 'Action' icon:

This will bring up the reconcile information.

Here we can un-reconcile this by clicking the cross icon on the top right and updating.