Creating a New Adhoc Payment

Creating a New Adhoc Payment

This feature allows you to create adhoc payments to tenants and suppliers from different ledgers within the system.  
 
Ledgers available for payment are as follows:  
  1. Management Agreement  
  2. Tenant Bond  
  3. Tenant Deposit  
  
Management Agreement: Payments made to the tenant or supplier directly from the management agreement property owner, this payment will appear on the owner’s statement.  
 
Tenant Bond: Payments made to the tenant or supplier directly from the tenant’s bond ledger, this payment type will not appear on the owner’s statement.  
  1. Note: to receipt funds into the tenant bond ledger you will need to raise an invoice to the tenant using a transaction code created to reflect this, the correct from and to ledgers must be selected when creating the transaction code in administration set up tables, these ledgers are “From the Tenant” to the “Tenant Bond Ledger” and not shown on owners statement/financial statement 
Tenant Deposit: Payments made to the tenant and suppliers directly from the tenants deposit ledger, this payment will not appear on the owner’s statement.  
 
When you select one of these ledgers the trust account balance of the selected ledger is now shown (NB: for management agreements this is the balance, not the available funds. The balance does not account for the withheld amount, unpaid invoices and uncleared deposits).  
   
Select Trust Account from the menu options
  
 
Select New Payment in the sub-menu options, this will pop up the New Payment selection for you to select the Pay To: Select Tenant or Supplier o Our Company 
  
Once you select the Pay to, Search property address and click select:  
  1. The property selection area remains visible after selecting an agreement. If you have selected the wrong agreement, just select the correct agreement and the form will reset accordingly. 
  2. The Pay To selection also remains visible and can be changed
Select Pay from: 
  1. Management Agreement
  2. Tenant Bond
  3. Tenant deposit   
The Balance will then appear on the screen under “Current Balance  
 

Select Transaction code for the payment based on the pay from ledger  

 

Management Agreement:   

Paid to tenant there are two default transaction codes when processing a new payment from the management agreement. These transaction codes are:  
  1. Rent Refund – Payment from the management agreement ledger to the tenant
  2. Tenant Reimbursement – Payment to the tenant for reimbursement of expenses   
 
Paid to Supplier there are all available service types for suppliers to select  
 

Tenant Bond  

Paid to Tenant there is only one default transaction code when processing a new payment from the tenant bon. This transaction code is:  
  1. Bond Refund to tenant – Payment from tenants bond ledger to tenant  
 
Paid to Supplier there are all available service types for suppliers to select 
 

Tenant Deposit  

Paid to Tenant there is only one default transaction code when processing a new payment from the tenant bon. This transaction code is:  
  1. Rent deposit refund – Payment of rent deposit back to tenant  
 
Paid to Supplier there are all available service types for suppliers to select. 
  1. Select Payment date – the date will default to today’s date  
  2.  Enter Amount to be paid  
  3.  Select Payment Method  
  4.  Enter any notes for the payment (these notes will appear on the remittance and ledger only) 
  5. Save & Close / Save & New / Save & Print  
 
Once you have completed the new payment you need to follow by creating a Batch Payment file if you have chosen EFT direct deposit as the payment option. 



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