4.4.2 Match Receipts against Demands
In Blocks Online, all service charge and ground rent demands are shown as unpaid, until receipted funds are ‘matched’ against them. Through the ‘Match Receipts’ screen one receipt (or many receipts) are matched against one specific demand, multiple demands or an opening balance figure.
Access via the menu option: Finance -> Match Receipts
The screen displays all the Receipts for the relevant Units for the Block you are logged into which are not fully matched.
The main columns display the relevant Unit, the total Receipt amount, the amount of the Receipt Unmatched, the relevant Bank Account for the Block and the total Amount Outstanding of Demands issued for the Unit.
You can also use the Search field to search for a relevant keyword item and the column headings can be clicked on to change the sort order
In addition, you can download an
Excel or
PDF list of the match receipts line items.
When opening the Match Receipts screen the default on the far left column will show the checkbox ticked against each Unit receipt line, this enables you to automatically Match these Receipts in one go by clicking on the ‘Match’ button at the top right of the screen.
If you wish you can choose to bulk Match one or multiple unit receipts by ticking the relevant checkbox and then clicking on the ‘Match’ button at the top right of the screen.
NB: this bulk matching feature will automatically assign the receipts against the oldest demands that are listed as outstanding.
When you do this the following pop-up will appear and let you know how many units you are about to match receipts against demands for and also show today’s date as the ‘Matching Date’ (which you can change if you wish), once you click on the ‘OK’ button this will automatically match the receipts against the oldest demands that are listed as outstanding.
On the far right hand column you are able to click on the ‘Match’ button to open up that specific Unmatched Receipts and Unpaid Demands pop-up screen:
1. The pop-up screen shows on the left hand side any Unmatched Receipts with the relevant details of the unmatched receipt amount and that amount is pre-filled in the Allocation field which equals the ‘Total’ field in the ‘Allocation’ column of the Unpaid Demands on the right hand side of the screen and at the bottom of the screen you can see that the ‘Difference’ is £0.00.
The default position is to automatically match the receipts against the oldest demands that are listed as outstanding.
The Matching Date field will automatically show today’s date to record the date you are doing the matching but you can click on this field to change the date if you wish.
Once you are happy to continue then click on ‘Save’ button to record the matching of the receipts with the outstanding demands.
2. The Allocation amounts can be adjusted in several ways:
- The Allocation figures can be altered manually simply by over-typing the figures that are there.
- Alternatively the red ‘x’ can be selected to remove an allocation figure
- When an allocation figure is removed, the field value will show £0.00. By clicking on this green ‘arrow’, the Amount figure is included as the Allocation figure.
3. When the two ‘Total’ figures (one for the Unallocated Receipts and one for the Unpaid Demands) are equal then the ‘Difference’ field at the bottom of the screen will equal £0.00. If the amounts are not equal then the ‘Difference’ field will show the relevant negative amount.
If you click on the ‘Save’ button when the ‘Difference field is showing a negative amount then a pop-up message will appear saying that ‘Receipts cannot be matched, allocation difference!’ so you will need to adjust the relevant amount values so that there is a Difference value of £0.00.
NOTE: If the receipt is matched against a reserve fund item then the system will automatically generate an ‘Inter Fund Transfer’ (IFT) to record the transfer of funds from the service charge account to the reserve fund.
How to handle overpayments and underpayments
If, for example, a unit owes £799.54 but the leaseholder only pays £500.00, then record the receipt as normal then when matching the receipt this £500.00 will appear automatically be matched against the Outstanding Demand amount and once you have clicked on ‘Save’ the outstanding balance of £299.54 will remain on the unit and will be shown on the next set of demands.
If, in another case, a unit owes £1,079.54 but the leaseholder pays £1,500, then on the match demand to receipt screen, £1,079.54 will appear in the Allocation total field of the Unmatched Receipts section and be automatically matched against the Outstanding Demand amount and once you have clicked on ‘Save’ the credit balance of £420.46 will remain on the unit and will be used to reduce the amount owning on their next demand.
Unmatching Receipts
If you wish to Unmatch a receipt then go to the Receipts screen and if the receipt you wish to unmatch is not displayed then click on the ‘+’ icon on the top right of the screen to then select the relevant Unit from the dropdown menu and this will display the Receipts list for that Unit for the date range selected:
Then click on the ‘Details’ button against the relevant receipt you wish to Unmatch and the following screen will appear:
Then click on the Unmatch button against the relevant receipt and this will unmatch it and will then show as an Unmatched Receipt in the Match Receipts screen.
Related Articles
3.4.6 Match Receipts
The Match Receipts function allows receipts that have been imported into Blocks Online to be matched against unpaid demands. To access this screen in the Workbench go to Finance -> Accounts Receivable -> Match Receipts. The screen shows all receipts ...3.4.12 Demands
The Demands screen in the Workbench enables you to view Demands across all the Blocks which you manage. To access the screen go to: Finance -> Accounts Receivable -> Demands. The screen has various filters that you can search by including Block name, ...3.4.5 Import Receipts
Accessed via Finance -> Accounts Receivable -> Import Receipts The Import Receipts function allows receipts from a banking system to be loaded directly into Blocks Online, saving time and reducing transcription errors. The system takes a CSV file and ...4.11.10 Why am I unable to match Invoices to Receipts
Should you find that you are unable to match Invoices to Receipts, for example, when you go to the Finance -> Fees & Receipts -> Match Receipts and Invoices screen, when you select a unit you would expect to see all the Unpaid Invoices relating to ...4.3.3 Raising Ad-hoc Demands
At any time, ad-hoc demands can be produced. These demands can be raised on leaseholders, the landlord or any other third-party. T he owner ad-hoc demands are used to raise demands on unit owners in relation to their ownership of the unit and, ...