Payment Generation Part 1: Submit Payments & fees

Payment Generation Part 1: Submit Payments & fees

During the payment process, only files with a sufficient balance will be displayed. PropWorx ensures that the amount paid out does not exceed the available balance for each file. The payment batch generation involves a three-step procedure:
  1. Submit Payments & Fees: In this phase, the user submits payments and fees from the funds available. The submitted items are then forwarded to the authorization screen.  Users also have the flexibility to retain available funds.
  2. Authorize Payments & Fees: During this stage, the user authorizes payments and fees for the submitted items. Users have the option to reject items if necessary. Any authorized fees are immediately debited and reflected in the trust-to-business transfer (see Trust-Business Transfer Process & Reports). Authorized payments are directed to the release payment screen.
  3. Release Payments: In this step, the user generates payment batches from the authorized payments. Users retain the ability to reject payments when needed. The generated payments are bundled into a payment batch that can be uploaded to the bank or Netcash. These payments are subsequently released from the bank or Netcash.
Additionally, any fees that were authorized will appear on the trust-business transfer screen for further processing. (see Trust-Business Transfer Process & Reports)

1. Click on Accounting on the Main Menu.


2. Click on Payments


3. Payment Process menu will open. Click on Submit.


4. Submit screen will open. 

Overview of Submit Payment screen

Users can customize their view by:
  1. A) Items filter: filter by item status type
  2. B) Files filter: filter to see All Files or specific file
  3. C) Items per page: When 'All Files' is selected, you can further filter by pages.

Each file will provide the following information:
  1. D) File, Lease & Tenant Balance Details: : User can access more details by clicking on the file number and balances. The file details panel can be concealed using the Hide File Details() button in the filter menu. Shortcut to the tenant statement balances and to email/export Tenant Statements.
  2. E) Opening Balance: This displays the available balance in the bank and also serves as a shortcut to the file balance or general ledger and to email/export Landlord Statements.
  3. F) Landlord & Tenant Charges: These are the items that can be submitted or retained for payment and fee release, utilizing the funds available within the opening balance.


When working with a selected customer file, the user has the ability to
  1. G) Submit and/or retain expense items:  Control the allocation of available funds by submitting and/or retaining expense items.
  2. H) Edit existing expense items: Modify existing expense items by clicking the edit () button. 
  3. I) Add additional expense items: add additional expenses for the Landlord and/or Tenant by clicking the respective 'add' button.



Submitting & Retaining expenses


1. While managing a selected customer file, the user will tick expenses for the desired action, whether it's to 'Submit' or 'Retain.' If necessary, unmarked items can be left untouched to exclude them from the fund distribution.




2. As items are marked, any remaining balance will be automatically allocated to the Landlord payments. Simply tick the landlord payments.



3. Click the Submit () button to proceed with the submission of marked items and the retention of those marked for retention.



4. Expenses labelled as 'submitted' will be relocated to the 'Authorize' screen to be authorised or rejected (see Payment Generation Part 2: Authorise Payments & Fees). Any items that are held back can be unselected and submitted later through the 'Submit' screen as needed.

How to retain tenant credit or overpayment.

When a tenant has paid an excess amount, you can implement a provision by taking the following actions:

1. While managing a selected customer file, click on + Tenant Charge button and select Provision from the menu.



2. Provision screen will open.
3. Fill in the mandatory fields. All other fields are optional:
  1. Description:  Type in a description for the provision (e.g., Tenant credit).
  2. Amount: Enter the amount to be retained. If required, add the VAT from the VAT option. 
  3. Frequency: Select once off from the frequency.


4. Click Save to load the provision. 



5. Tick the 'Retain' tick box to retain the provision. 



6. User can either delete the provision or make necessary value adjustments at a later time if required.

How to reject a submitted expense item.

1. Payment Process menu will open. Click on Authorise



2. Authorise screen will open.  Select the customer file, and tick expenses to be rejected under the 'Reject' column.  If necessary, unmarked items can be left untouched to exclude them from the fund distribution.




2. Click the Authorise/Reject () button to proceed with the rejecting of marked items. 

3. Any rejected items will be returned to the submission screen for potential resubmission at a later time.

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