Import Tenant Payments

It it possible to import tenant payments to Affinity.

Files used to upload tenant payment records to Affinity can be in one of two formats:

1. .csv
2. Household Budget data file

In the case of the .csv file the columns should contain the following data:

Column 1: Receipt Date (dd/mm/yyyy)

Column 2: Tenant Name

Column 3: Tenant account number

Column 4: Payment Medium (BACS)

Column 5: Receipt value

Column 6: Description

Although the column order is important to Affinity columns 2 and 4 aren't used by Affinity and column 6 (the description) is optional.

To import a tenants payments file into Affinity:

1. Go to Bank > Import Payments
2. Select the bank account into which the payments are to be credited from the drop down list
3. Select the format of file to be imported: csv or Household Budget
4. Specify the Payment Type. A type of 'Tenant Payment' implies that the payments were made by tenants, whereas a type of 'Benefit Payment' implies that the payments originate from a benefit agency.
5. Specify the Charge Type. The option here is 'Auto'. With this selection Affinity will retrieve the current charge schedule for each tenant listed in the payment file and allocate the funds received accordingly. Any excess funds will be assigned as a 'Rent' receipt.
   Alternatively a specific charge type can be specified, in which case all receipts detailed in the payment file will be allocated to this type.
6. Click on Choose File to select the relevant document from your computer then click on Add

Unmatched Transactions / Failed Payments

When processing a payment file, Affinity will first try to match the Account Number in the payment file to an account number associated with a tenant stored in Affinity. In the case of csv files, if a match is not found, then Affinity will fall back to matching against a tenant Reference.

When processing of the payment file is complete, Affinity will report on the number of records successfully processed along with the the number of failures. In cases where the record was correctly formatted, but a matching tenant could not be located, you will be given an opportunity to manually match these payments to a tenant. This can either be achieved by clicking on the Unmatched Transactions link within the results summary at the top of the screen or, at a later date, via the Unmatched Transactions Report (Reports -> Bank). Either option will present the user with a list of transactions that have yet to be matched.

To match a transaction to a tenant click on the pencil / edit icon. In the resulting pop-up select a tenant from the drop down list and click on the 'Match' button. Any payments for which it is impossible to locate a matching tenant can be deleted from the report.