3.4.5 Import Receipts

3.4.5 Import Receipts

Info
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 provides facilities to allocate receipts to units and to perform the matching of receipts to outstanding demands.

1) Obtain an import file of transactions. You can either download the transactions from your banking system or you can enter the details into a spreadsheet. Blocks Online supports the following file formats:
    • NatWest Bankline - Single statement: Use this option to import the receipts from a single NatWest bank account. To obtain a file in this format you should login to your NatWest Bankline system:
      • Select the relevant bank account using the ‘View account statement’ option
      • Enter the date range
      • Save the ‘.csv’ to your PC
    • NatWest Bankline - Account Set: Use this option if you have multiple NatWest bank accounts. The NatWest Bankline Account Set article explains how to create an account set and export the bank transactions to a CSV file.
    • Barclays: Use this option to import the receipts from a single or multiple Barclays bank account(s)
    • Co-op: Use this option to import the receipts from a single or multiple Co-op bank account(s).
    • Coutts & Co: Use this option to import the receipts from a single or multiple Coutts & Co bank account(s).
    • Danske Bank: Use this option to import the receipts from a single or multiple Danske bank account(s).
    • HSBC: Use this option to import the receipts for a single bank account. There will be another drop-down to select the bank account as HSBC doesn't have a free account set download. 
    • Lloyds: Use this option to  import the receipts from a single or multiple Lloyds bank account(s)
    • Metro: Use this option to import the receipts from a single or multiple Metro bank account(s).
    • RBS: Use this option to import the receipts from a single or multiple RBS bank account(s).
    • Santander: Use this option to import the receipts from a single or multiple Santander bank account(s).
    • Ulster: Use this option to import the receipts from a single or multiple Ulster bank account(s).
    • Template: Use this option if you wish to manually key your transactions into a spreadsheet and then load them into Block Online:
      • Select the Download option to download a CSV file template
      • Enter the receipt details into the spreadsheet
      • Save the '.csv' file to your PC
2) Load the bank file to Import the transactions:

    • Select the 'Bank Import Type' that reflects the type of import file, from the list above, that you wish to import
    • Upload the file saved from the previous step (Import file from bank)
    • Click on the button [Import Transactions]
If you are connected to Open Banking (for more info please see this KB article: 3.5.8 Open Banking Bank Accounts), you are also presented with a warning when there are duplicates (based on previous batches):

The batch itself will contain a warning icon if it contains duplicates and if the batch contains more than 75% of the transactions as duplicates then you are not able to process this as it will need to be reviewed by our support team (We don't see this happening but it is there as a safety net) and you are presented with an error message. 

If there accounts connected via Open Banking have an expired or revoked token, then there is a warning message with a list of accounts at the top so users can take the necessary action:


Notes
See the Open Banking article for more details: 3.5.8 Open Banking Bank Accounts

3) The receipts will be loaded and the ‘Accounts Receivable Batch Data’ summary screen and 2 tabs will be displayed:
Unallocated Receipts
The first tab shows the receipts that could not be allocated automatically. You can take the following actions:
  1. If the bank account details match to any bank accounts in a block, then this is displayed and you can select a Unit to post the receipt. Once a unit is selected, the Action is automatically changed to 'Post Receipt' and the receipt is moved to the second tab (Allocated Receipts - see below for more info). If there are more than one block that matches to the bank account details, then the drop down allows you to select which block you wish to post the receipt to
  2. If the receipt does not need to be processed, for example because you have already manually entered the receipt in the Block Area, then the Action should be changed to ‘Ignore Receipt’. This effectively ignores the receipt from the batch 
  3. If the transaction is actually Bank Interest, then you need to set the Action to 'Set as Bank Interest'. Once you do this, it is then moved to the Allocated Receipts tab. These will be posted as bank interest against the block (no unit selected) when you [Load Receipts].
    Warning
    NOTE: This can only be done for block bank accounts. 
  4. If you do not know which unit the funds belong to, then you can use a function called 'Demand Lookup' on the top right hand side of the screen . Once you click on this button, you can do a search using 4 criteria's (see image below).
  5. If you are still unable to find the appropriate unit, then the Action should be left as ‘Mark Unidentified’. The receipt will be left as an Unknown Receipt for future processing in the 'Allocate Unidentified Receipts' screen (Found in the Workbench under Finance -> Account Receivable)
  6. If the receipt has been previously loaded then it will automatically go into the bottom section with an Action of 'Post Receipt' with the relevant block and unit 
  7. You can then click on 'Load Receipts' to load up the receipts to the relevant units or 'Delete Batch' if you don't want to load the receipts (or start again)
  8. If you are connected through Open Banking, then the duplicate transactions are highlighted with the warning icon as well
    1. If you hover over the the icon with your mouse, the tooltip text will provide information as to where the duplicate transaction is in the previous batch or batches:

Allocated Receipts
The second tab shows the receipts that have been allocated. You can take the following actions:
  1. If the receipt does not need to be processed, for example because you have already manually entered the receipt in the Block Area, then the Action should be changed to ‘Ignore Receipt’. This effectively ignores the receipt from the batch
  2. If you do not know which unit the funds belong to, then you can use a function called 'Demand Lookup' on the top right hand side of the screen . Once you click on this button, you can do a search using 4 criteria's (see image below).

  4. If the receipt belongs to multiple units, then you can assign it to one unit in the Unallocated Receipts tab and then within the Allocated Receipts tab you can do the payment breakout from the action dropdown. This will allow you to break the receipts into the relevant units. 
  5. If you need to change a transaction from a Bank Interest to something else then click on [Edit] and change the Action. Make sure to allocate the block and unit correctly if you are doing 'Post Receipt'
  6. You can then click on 'Load Receipts' to load up the receipts to the relevant units or 'Delete Batch' if you don't want to load the receipts (or start again)
  7. If you are connected through Open Banking, then the duplicate transactions are highlighted with the warning icon as well
    1. If you hover over the the icon with your mouse, the tooltip text will provide information as to where the duplicate transaction is in the previous batch or batches:

4) Once complete the Import Receipts screen is re-displayed. The ‘view’ option allows you to view how the transactions have been processed:
    • A Status of ‘Complete’ confirms that the receipt has been posted to a unit (or units):
      • The ‘Allocation Mechanism’ of ‘Auto Allocate’ means that the receipt was posted based on the last receipt
      • The ‘Allocation Mechanism’ of ‘By Tenant Reference’ means that the receipt was posted based on the Tenant Reference that has been put which relates to the Unit Details screen in the Block Area.   
      • The ‘Allocation Mechanism’ of ‘Manual’ means that the receipt was manually allocated to a unit
      • The Allocation Mechanism of ‘Payment Breakout’ means that the receipt was allocated to multiple units
    • A Status of ‘Posted as Unknown Receipt’ indicates that the receipt could not be posted to a unit and needs to be processed manually
Auto Allocation Rules when you import:
'Rule 1' - The system will try to do an exact match using the imported Reference / Narrative field(s) against the Tenant Reference. If one unit is found with an exact Tenant Reference match then it is chosen.
If no match is found then 'Rule 2' is followed. The system will look for any unit where the Reference / Narrative field(s) provided an exact match to:
i) A previous receipt reference (e.g. "Smith Payment")
ii) A unit name (e.g. "Flat 17")
iii) The unique name on a demand (e.g. "Simon Smith")
iv) The unique number of a demand (e.g. "RIC01/321595")
If one unit is found then it is chosen; if more than one is found then none are chosen.

The logic for choosing a fund when you import:
  1. Identify all funds linked to the blocks that have the same bank account details (sort code and account number)
    1. Shows a list of those blocks. You then pick one block:
      1. If there is only one fund for the block then the transaction is allocated to that fund (regardless of the type of fund or the Primary status)
      2. If there is more than one fund then:
        1. If there are zero Primary Funds, then you have to choose the fund manually
        2. If there is only one Primary Fund then it will auto-choose it, but you will have the ability to change it if you wish
        3. If there are more than 1 Primary Funds and one of them is Service Charge (SC) then it will auto-choose that fund, but give you the ability to change it if you wish
        4. If there are more 1 Primary Funds (and there is not a Primary SC fund), then you have to choose the fund manually
Info
Once you have completed importing receipts move onto matching receipts against unpaid demands. For more details go to 3.4.6 Match Receipts

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