4.4.1 Recording the Receipt of Funds

4.4.1 Recording the Receipt of Funds

Access via the menu option: Finance -> Receipts


The screen shows summary by Unit for all receipts recorded for the Block for the last 12 months from today’s date with the most recent receipt listed first.


If you click on the ‘+’ icon on the top right of the screen then there are various preferences that you can search by including Unit, Account Type (ALL, SC = Service Charge, GR = Ground Rent), Full Matched (ALL, Yes, No), Allocated (ALL,Yes,No), Date From / Date To Range (the default date range shows 12 month’s up to today’s date), Amount From / Amount To.

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 receipts which you have searched for.
On the far right hand column you are able to click on the Details button to open up that specific receipt details screen (see screenshot below)


On this screen you will see the receipt details and also whether the receipt has been matched against a particular demand or demands.
If it has, there will be a record of the Matching Data and if required you can click on the Unmatch button which will then bring up the screen below where you are able to click on the Delete button to delete the receipt.
Note: At the bottom right of the screen you can click on the document icon and that will display a copy of the Payment Receipt document.


Recording a Receipt
To record a receipt then on the main Receipts screen click on the Record Receipt button at the top right of the screen and the following pop-up screen will appear:
  1. The receipt should be recorded against a specific unit. If the unit is not known then it can be left blank (This applies the receipt against the block bank account)
  2. Once the receipt details have been loaded you can either:
    • [Save] which will save the receipt details
    • or [Save & Match] which will save the receipt details and transfer you to the ‘Match Receipts and Invoices’ screen. More details on matching in Workbench: 3.4.6 Match Receipts. More Info on matching in the Block Area: 4.4.2 Match Receipts against Demands
  3. What to do if you receive one payment that relates to multiple units. For example, say you receive a single payment of £1,000 where £600 relates to flat 1 and £400 relates to flat 2:
    • Either you can record the single receipt as two separate payments i.e. £600 receipt for flat 1 and £400 receipt for flat 2
    • Or you can record the receipt as £1,000 for one of the flats, say flat 1. You can then record a -£400 (i.e. negative £400) receipt against flat 1 and a new £400 against flat 2.
Bulk Receipt Processing
Blocks Online has a Bulk Receipt Processing facility which allows for receipt transactions, which have been extracted from an online banking system, to be loaded directly into the system, removing the need for the manual keying of receipts. To do this, please go to:  3.4.5 Import Receipts
NOTE: If the leaseholder preference has been set to receive emails when a receipt is recorded, then an email is sent to the leaseholder. The email itself can be customised within the Settings screen. 
More info on this within this article: 3.5.4 Organisation


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