Creating and managing payment groups

A Payment Group is a way of creating separate statements for each property that the landlord owns. It also keeps all income and expenditure separate for each property. 

Payment Groups are set up for the following reasons:

  • If the landlord wishes to have separate statements and payments per property, or per group of properties
  • If you wish to retain any of the landlord income i.e. maintenance float
  • To identify how the landlord is to be paid and which bank account payment is to be made to
  • To change the next statement number
  • To attach suppliers invoices to the landlord statement
  • If a landlord has old properties that the agent no longer manages for them, an archive payment group is set up. The old properties are moved into this group

Initially, all properties will be assigned to one Default Payment Group. (This will generate one statement and one payment for all properties in the Default Payment Group.)

 Warning

If the landlord wants to keep their income and expenditure separate by property, it's important to set up new Payment Groups and move each property into their corresponding group before any accounts are entered

 Note

If the landlord has multiple records in the system, identify the record you want to keep, then move all their properties onto one landlord record before creating a Payment Group for each property

This article includes: 

Creating a Payment Group

  1. Click Contacts on the main toolbar
  2. Select the relevant landlord from Recent & Favourite Contacts
    1. Alternatively, find the landlord using the Search Contacts bar in the top right
  3. Click Contact on the side menu
  4. Click the Payment Groups top tab. If the landlord has multiple properties, they will all show in the Default Payment Group
  5. Click Create Payment Group 
  6. The Configure Payment Group window opens
    1. Group Name relates to the name of your payment group. It's a good idea to call it the same name as the property so you recognise the payment group when creating a landlord statement
    2. Select the Payment Method
    3. Select the relevant Bank Account to be used for Payment To
    4. Select a default Statement Remark
    5. Confirm the Next Statement Number
    6. Confirm if you want to Attach Supplier Invoices to the landlord statement 
  7. Click Save

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Moving properties between Payment Groups

To view properties in a Payment Group:

  1. Click the downward arrow in the centre of the line to view properties in the Payment Group
  2. Click Move on the property you wish to move
  3. Click Select on the payment group you wish to move the property to. It will then change to Selected
  4. Click Move to confirm

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If you wish to edit or rename the Payment Group, click the grey Cog to the right of the individual Payment Group

Related articles: 

Adding landlord bank account details

Initial settings on a landlord

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