The Receipts (Incoming) tab is used to record money received in relation to a tenant account. This includes rent payments, service charges, tenant fees, security deposits and other monies received.

Receipts are recorded through the Bank area of Affinity, ensuring that both the tenant account and the selected bank account remain fully reconciled.

For receipts relating to recurring tenancy charges, Affinity automatically calculates how the funds should be allocated across the various charge types. This allocation can be amended by the user before the transaction is saved.

Recording a Receipt

To record a tenant receipt:

1. From the main menu, select Bank.
2. Select Tenant Transactions.
3. Select the tenant by either:
   • choosing the tenant's account number from the drop-down list, or
   • typing the tenant's account number into the search box until the correct account appears, then pressing Enter.
4. Select the Receipts (Incoming) tab.
5. Enter the receipt details.
6. Review the automatically generated charge allocation (where applicable).
7. Click Submit Receipt.

Receipt Total

The Receipt Total is the overall amount received.

As the receipt value is entered, Affinity automatically calculates a suggested allocation across the applicable recurring charge types displayed on the right-hand side of the screen.

Transaction Type

The drop-down beside the Receipt Total identifies the type of receipt being recorded. The selected transaction type determines how Affinity processes the receipt.

Transaction Details

Bank Account (Required)

Select the bank account into which the funds have been received.

Date (Required)

The date on which the payment was received.

The receipt date is also used by Affinity to determine which charge schedule should be used when calculating the automatic allocation.

Source

The Source field records how the payment was received. Available options include:

• An Post Transfer
• Bank Transfer
• Cash Payment
• Credit Card
• Debit Card
• Direct Debit
• Household Budget
• Online Payment
• Standing Order

Recording the payment source can assist with reconciliation and management reporting.

Reference

An optional reference, such as a lodgement number, receipt number or transaction reference.

Description

Additional notes relating to the transaction or other information supplied by the tenant.

Charge Allocation

For Tenant Payment and Benefit Payment transactions, the panel on the right-hand side of the screen displays how the receipt will be allocated across the tenant's recurring charge types.

Affinity performs this allocation automatically using the charge schedule that is effective on the receipt date.

Each recurring charge type (for example Rent and Service Charge) can have separate amounts payable by:

• the tenant, and
• the Local Authority or Council.

The transaction type selected determines which set of charge values is used when calculating the allocation.

How Affinity works

Unlike many housing management systems, Affinity automatically calculates how each receipt should be allocated across the tenant's recurring charges using the applicable charge schedule. This saves time, promotes consistency and reduces the risk of allocation errors, while still allowing users to manually amend the allocation where required.

Tenant Payments

When Tenant Payment is selected, Affinity allocates the receipt on a pro-rata basis using the amounts payable by the tenant.

For example, if the tenant's charge schedule specifies:

a Tenant Payment of €60 would automatically be allocated as:

This ensures that each recurring charge type receives its appropriate proportion of the payment.

Benefit Payments

When Benefit Payment is selected, Affinity allocates the receipt using the amounts payable by the Local Authority or Council.

For many tenancies, benefit assistance is payable only towards rent. In these cases, the receipt will normally be allocated entirely to the Rent charge type. However, Affinity always uses the charge schedule configured for the tenancy, allowing different charging arrangements to be supported where required.

Security Deposit Receipts

Security Deposit receipts are processed separately.

They are not allocated across recurring tenancy charges and are instead credited solely against the tenant's outstanding security deposit balance.

Advance Payments

If a receipt is recorded with a date before the tenancy start date, Affinity uses the tenancy's initial charge schedule when calculating the automatic allocation.

This ensures that advance payments are allocated correctly before the tenancy begins.

Manual Allocation

The automatically calculated allocation can be amended before the receipt is saved.

Users may change the allocation between individual charge types to meet their requirements, provided that the total allocated equals the overall receipt value.

Notes

• Receipts update both the tenant account and the selected bank account.
• The receipt date determines which charge schedule is used for the automatic allocation.
• Receipts may be entered for any amount and do not need to equal the tenant's regular weekly or monthly charge.
• The Charge Allocation panel is displayed only for Tenant Payment and Benefit Payment transactions. Security Deposit receipts are processed separately.
• If a Financial Lock Date has been configured, receipts cannot be recorded with a transaction date on or before the lock date.