1 WWW.PAYPROP.CO.ZA UPDATED JUNE 2015 TRAINING MANUAL: REPORTS Various reports can be accessed by clicking on Reports tab in the black bar at the top of the page. You will notice that a few of the reports will display on your dashboard when there is information that requires attention. These include Unreconciled direct deposits, Pending direct deposits, Payments to approve and Reminders. By clicking on View all reports, another page will open with more reports. TRAINING MANUAL: REPORTS Figure 1(a): Reports – Transaction history [email protected]087 820 7368 1. VIEW ALL REPORTS The Transaction history report will display all transactions on your portfolio for the period you choose. The report can be viewed in HTML or can be downloaded as a csv file and saved in excel. Filter options for reconciliation date and remittance date will select transactions in your chosen date range by reconciliation or outgoing transaction date respectively.
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1 WWW.PAYPROP.CO.ZA UPDATED JUNE 2015TRAINING MANUAL: REPORTS
Various reports can be accessed by clicking on Reports tab in the black bar at the top of the page. You will notice that a few of the reports will display on your dashboard when there is information that requires attention. These include Unreconciled direct deposits, Pending direct deposits, Payments to approve and Reminders.
By clicking on View all reports, another page will open with more reports.
1. VIEW ALL REPORTS The Transaction history report will display all transactions on your portfolio for the period you choose. The report can be viewed in HTML or can be downloaded as a csv file and saved in excel. Filter options for reconciliation date and remittance date will select transactions in your chosen date range by reconciliation or outgoing transaction date respectively.
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The Tenants, beneficiaries & properties report will allow you to access reports that were included in the various entity tabs, as well as reports that will display inactive entities. When an entity is “deleted”, the entity is never removed permanently from your portfolio. You can include these entities by ticking the Include deleted items tick box.
The Tenant balances report will allow you to download a report for a specific day to see tenant balances.
Figure 1(c): Reports – Tenant balances
Figure 1(d): Reports – Owner statements
The Owner statements report will allow you to download all owner statements for the period you choose in pdf format in one file. You will need to use a pdf splitter tool/software to split the statements into separate files.
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3. DIRECT DEPOSITS The Direct deposits report can be viewed for each month. The Direct deposits report shows where the incoming payments were reconciled to. This is effectively your reconciled bank statement. Cash deposit fees are displayed in brackets behind the description of the received funds, by clicking on the drop down on the far right next to the relevant transaction, you can quickly and easily invoice your tenant their cash deposit fees by select “Tenant Statement” and then “Create Invoice” once you are on the tenant statement (remember to make a note of the amount of cash deposit fees you wish to invoice).
Figure 2: Commission payments
Figure 3: Agent commission report
2. COMMISSION By clicking on the Commission report from the Reports tab, you can access more detail on the commission amount settled to your business/remittance account. Click on the date the transfer happened to see the transaction history for that day. The Amount column displays the actual commission earned for the day and the settled column displays the amount settled to your business account. PayProp will carry a debit balance over if the amount is less than R350. Any debit balance over this will activate an automatic debit order to recover the outstanding fees from your business account. Settlements to your account occur where the commission processed less fees for the day is more than R100. A balance will be carried if either of the thresholds mentioned is not reached.
The Commission Payments report will show the current month as default. You can choose to navigate to an earlier month by using the date drop down option above the table. A link to the tax invoice summarising the PayProp fees for a particular month appears at the top of the table as soon as the month is completed. Click on the Download invoice button to the right of the page to retrieve your invoice.
When you click on the Agent commission report button (on the right of the page), the agent commission report will open. The report will display the Responsible agent (captured when creating the Property), the Gross commission collected, the Transaction fees and Service fees deducted and then Nett commission earned. This report is helpful when calculating the commission due to each agent.
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4. UNRECONCILED DIRECT DEPOSITS The Unreconciled direct deposits report displays all money/rent received that still needs to be reconciled. If the tenant uses their deposit ID, PayProp will automatically pick up the ID and reconciling the payments is easier. If PayProp cannot match a payment received to a deposit ID, PayProp will display recommendations. The recommendations are compiled by PayProp matching the description and/or amount of the deposit to information captured on your portfolio. It is always recommended that you preview all reconciliations before you submit to ensure accurate allocation of funds.
Figure 5: Unreconciled direct deposits
Figure 4: Direct deposits
5. PENDING DIRECT DEPOSITS A large sum of money can be split by clicking on the Split button on the far right of the unreconciled payment. The amount can be split so that amounts can be paid out over a certain period of time. The payment splits can be set up and then when the “pay out” date arrives, the payment is automatically reconciled. The reconciled payment will be displayed under Payments to approve so that the payment can be approved or rejected. If rejected, the payment will become available again for reconciling. Future dated splits can be deleted before they pay out to be setup again if necessary.
The Pending direct deposits report will display on the Dashboard. [WARNING: Every split of the large amount is seen as a separate incoming amount. If the money belongs to one tenant, the tenant will receive multiple receipts (one for each split amount) and the amounts will appear as separate incoming amounts on the tenant statement. The functionality was originally designed to cope with bulk deposits of different tenant receipts.]
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Figure 6: Pending direct deposits
6. PAYMENTS TO APPROVE The Payments to approve report displays reconciled payments awaiting final approval for payment. The payment “spilt” is displayed and one can see how the reconciled payments will be paid out. If the payment split is correct, you can approve the payment. If you are not sure, you can skip the approval and the payment will remain under the Payments to approve report until you can approve the payment or reject the payment. If you reject the payment, the cash/cheque/transfer/ACB credit will display under Unreconciled direct deposits again. This allows you to fix or amend the payment instructions on the property before you reconcile again. If a reconciled Debit order or Pay@ transaction is rejected, payments on the property are disabled and will appear under the Disabled properties report for your attention.
Once you have corrected or changed the payment instructions on the property, you will need to enable payments on the property again to allow the “spilt” to be displayed again under Payments to approve. You can approve all payments by ticking the Approve all box at the top right of the page. As you work down the list you may wish to change individual payments to Reject or Skip. You may select a Payment release date before you Submit the approved payments which will enable the approved payments to only pay out on the specified date. The approved payments will then be viewed under Scheduled payments on the Dashboard until the date that the payments are released. Scheduled payments may be marked for approval again while they are still in progress.
Figure 7: Transaction History: Payments to approve
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7. CONTACTS By clicking on Contacts from the drop down on the Report tab, contact details for Tenants and/or Beneficiaries will be displayed. The report can be downloaded and saved as an Excel workbook.
8. INVOICES, CREDIT & DEBIT NOTESBy selecting Invoices, Debit & Credit notes from the drop down, a report on invoices, debit/credit notes are displayed with a description of the invoice/debit/credit note created for a selected period.
Figure 8: Contact details
Figure 9: Invoices, Debit and Credit notes report
Figure 10: Reminders
9. REMINDERSReminders can be created on the Property overview, Tenant overview and the Beneficiary overview. The reminders can be anything from birthday reminders to inspection reminders or increase reminders. When the Reminder becomes due, the Reminder will display on your Dashboard. The Reminder can be marked as done; you can edit the reminder or delete the reminder if the reminder is no longer required.
