Add Money In/Out - in the Web

For: Owners, Property Managers

Add Payment

To add a payment click the 'Add Payment Profile' button on the Money In/Out tile for a property.

When this page opens you should first choose whether you want to set up a payment profile for an 'On-going payment' or a 'One-off payment'.  Do this by clicking on one of the tabs at the top of the page.

On-Going Payment - setup

  1. Payment Name: This field is displayed on the lists of payments, it is what you would use when referring to a payment.  Examples could be 'Brian's Rent' or 'Monthly Lawns' etc.
  2. Payment Type: This enables you to group payments into general categories.  Let us know if you think we should add other categories here?
  3. Payment Notes: This is where you would add details about the payment and any discussions or agreements that you had relating to the payment.
  4. Frequency: This is the payment frequency.
  5. Start Date: This is the date on which the first payment is due.
  6. End Date: This is the date of the last payment - if applicable.  If the End Date is unknown or the payment is on-going without end… leave this field blank.
  7. Regular Amount: This is the amount that is due each payment instance.  This field is based on the amount being the same for every payment.
  8. Total Amount: This would be the total due if there is a pre-set total amount that is to be paid e.g. if a Tenant was paying a pre-agreed amount over several instalments.  If there is no  fixed or pre-agreed total amount, this field should be left blank.
  9. Balance Remaining: This is an auto-field that shows the amount remaining based on the 'Total Amount' minus the total of all 'Regular Amounts'.  If there is no 'Total Amount' set, this field will be empty.
  10. Amount Receiving vs Paying: This is where you set whether the payment is an amount you are paying or receiving.  If you owe money e.g. if you are reimbursing them for work they have done on the property then it would be amount that you are 'Paying'.  Alternatively if it is an amount that the Tenant is paying you for rent for example, it would be an amount that you are 'Receiving'.
  11. Select Payee/Payer: This is where you select who is paying the money. If it is an amount you are paying then the Payer would be you.  If it is an amount you are receiving then the other party would be the Payer. 
  12. Payer / Payee Name: If the name is not shown in the 'Select Payee/Payer' list you can add their name here.
  13. Bank Payment Settings For Payers: These settings are for Payers, they enable you to share your bank account details and the details/narration they should include on their payment to you.  This makes it easy for you to identify the payment when it comes into your bank.  You will find this info useful when integrating with Xero also.  Please triple check the account number to make sure it is correct and has all the required numbers.
  14. Create a schedule: When this checkbox is ticked a 'Schedule' is auto-added with the payment details.

One-Off Payments - setup

The fields on this page are very similar to those on the On-Going Payments page.  The different fields are outlined below.

  1. Date Due / Date Paid: This field enables you to specify the date when the payment is due, or if it has already been paid you can put the date the payment was made.
  2. Not Paid Yet |  Paid: These two options enable you to specify whether the amount has already been paid or whether it is still due.
  3. Apply this to an Existing Payment Item: This enables you to specify whether the payment should be applied (associated with) another payment profile that already exists.  This is idea when a tenant for example is making a one-off payment towards the normal rent payment.  Or maybe they are topping up a regular Power payment over the winter months.

All Transactions

  1. To view all transactions click the 'Transactions - Money In/Out' tab on the main page.

  2. The 'All Transactions' page lists all transactions from all payment profiles for the preceding 30 days and the future 30 days.  
  3. You can adjust the filter at the top of the page to view a different date range.

  4. To view the transactions for a single Payment Profile locate the payment in the transactions list and then click the 'Transactions' link shown alongside the Payment name

  5. To mark a payment transaction as paid click the 'Mark Payment' link alongside the Payment name.  This enables you to set the amount and the date paid, you can also add any notes below.

  6. To go back to the main list of payment profiles, click the 'Payment Profiles' button at the top of the page.

Payment Transactions

This provides a brief overview to the fields in the Payment Transactions section in the Right Side Panel.  To get to this page click the 'View Transactions' button on the Money In/Out tile for a property.

  1. Payment Name: This field is displayed on the lists of payments, it is what you would use when referring to an payment profile.
Creation date: 16/06/2021 12:07 (admin - YHOH)      Updated: 22/07/2022 10:42 (
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