The Accounts Dashboard

To open the Accounts Dashboard for a Property:

  1. Go to the Property Dashboard
  2. Use the Property filter to search for the Property in question
  3. Select the Accounts option from the Go To Options drop down menu on the Property record.

Also in this Article:

Accounts Dashboard Layout

The Accounts Dashboard consists of various panels that is used to display various Account components as shown schematically below. The following panels are provided for:

Lease Summary 

The summary panel provides general information about the Lease to which the account is linked as well as access to drop down menus to access global account features:

The Sub Accounts drop down menu provides access to:

  • Municipal Accounts loaded for the Property
  • Body Corporate Accounts loaded for the Property
  • Maintenance Accounts loaded for the Lease
  • The Tenant Deposit Account

The Communications drop down menu provides access to:

  • Email Tenant to send Template based Statements
  • Email Landlord to send Template Based Statements
  • SMS Tenant to send Template Based SMS Messages
  • Email history of Email sent to the Tenant and the Landlord

The Statements drop down menu provides access to:

  • View Distributions Statements (In and Out Cash Flow for a Period) - Click here to view example.
  • Landlord Statements (Combined Income and Expense Statement) - Click here to view example.
  • Property Tax Statements (Actual Income and Expenses for a Property for a Date Period) - Click here to view example.
  • Tenant Statements (Billing and Payments Received) - Click here to view example.
  • Tenant Deposit Statements (Deposits Invested, Interest Earned, Costs Recovered, Refunds)
  • Category Balance Statements (Showing what the Landlord and Tenant balances consist of) - Click here to view example.
  • List of Tax Invoices created for Landlords / Tenants for VAT purposes

The Tools drop down menu provides access to:

  • The Account Recalc feature that can be used to recalculate all Account Balances when Transactions has been deleted.
  • The Mandate for the Lease
  • A list of all Beneficiaries linked to the Lease. Note that Payments will only be allowed to Linked Beneficiaries.
  • A list of all Payments Made for the Lease
  • A list of all Default Records for the Lease
  • A list of Utility Account Alerts for the Lease
  • The Lease and Renewal Info form
  • The Clear Category Balances features

Account Notes

Just to the right of the Accounts Sub Menu drop down you will see a Notes button. If you click on this Notes button, a form will be displayed allowing you to capture and manage Account Notes as shown below.

When you click on the Add Account Note button, the system will automatically add a new line with the Date and Administrator details to which you can then append the Account Note. You can delete individual Notes by selecting the Note and use the Delete button on your keyboard. Then save. Alternatively you can also use the Clean All  Notes feature to delete all the Account Notes.

Account Notes entered on the Mandate Special Conditions will be copied into the Account Notes field for every new Lease created for the Mandate.

When-ever Account Notes are present, they will be automatically be displayed in a seperate panel under the Account Summary panel as shown below. Note that the Account Notes panel will also automatically be displayed on the Payments to Allocate dashboard.

The Tenant Account

The Tenant Account contains the list of all Tenant Billing and Payment Transactions for the Lease. Each transaction is Categorised in order to make it easy to keep track of billing and payment transactions for a specific category. 

Tenant Billing Transaction Totals and Billing Journals (Debits) are shown under the Billed Column

Tenant Payment Transaction Totals and Payment Journals (Credits) are shown under the Paid Column.

The last 15 transaction is shown by default, but you can view a complete list of all Transactions for the Account by clicking on the View All button at the top. This will display the full Tenant Account with extensive filtering, search and account correction features for administrators with the appropriate rights.

The Tenant Billing Operations drop down menu provides access to:

  • Bill Tenant - Use this feature to bill a Tenant for Rent and Services
  • Debit Note - Use this feature to load a debit note journal to correct a mistake
  • Credit Note - Use this feature to load a credit note journal to correct a mistake

The Billing Tool drop down menu provides access to:

  • Bill Deposits - Use this feature to bill the Deposit Transactions to the Tenant Account. The system will automatically fetch the Lease info for Damage and Services deposit and create a Draft Billing Transactions that you can just view / edit and then approve.
  • Bill Admin Fee - Use this feature to bill the Lease Fee to the Tenant Account. The system will automatically fetch the Lease Fee info from the Application and create a Draft Billing Transactions that you can just view / edit and then approve.
  • Bill Mandate Services - Use this feature to bill the Mandate Services that has been setup on the Mandate. The system will automatically create the necessary Tenant and Landlord Transactions to implement the Mandate Billing and Payment Rules for the Property.
  • Bill Rent and Monthly Admin - Use this feature to bill the Monthly Rent, Admin Fees and Commission to the Tenant and Landlord Accounts. The system will automatically fetch the Lease and Mandate info required to create the necessary transactions on both the Tenant and Landlord Accounts.

The Tenant Category Balances

The Tenant Category Balances are shown as a panel on the right of the Accounts Dashboard. The Categories provided for are shown on the Example panel below. The purpose of the Category Balances is to show the Balance of all Billing and Payment Transactions belonging to a specific Category. The Category Balances constitute the breakdown of what the Outstanding Tenant Balance consist of.

When-ever a billing is done or when a Payment in rpmsOnline is marked as PAID, the category balances are updated for the Tenant Account.

Example: 

Category Balance for Category Admin = 

SUM Tenant Debit Transactions of Category Admin - SUM Tenant Credit Transactions of Category Admin - SUM of all Payments made against Category Tenant Admin

The example above would apply to all Categories.

The Other Category is used in conjunction with the Sub-category field to cater for exceptions that cannot be categorised under one of the standard categories provided.

The Un-Allocated Category contains the amount of Money received from the Tenant that has been allocated to his Account, but that have not been distributed yet. This would then also be the amount of money in the Trust Account for this specific Lease. 

The Landlord Account

The Landlord Account contains the list of all Landlord Income (Debtor) and Expense (Creditor) Transactions for the Lease. Each transaction is Categorised in order to make it easy to keep track of billing and payment transactions for a specific category. 

Landlord Income (Debtors) Account

This account shows amounts due to the Landlord and amounts received by the Landlord. Examples to amounts due would be Rent and Services that are refunded or recovered to the Landlord. When Rent is billed on the Tenant account, the full Rent billed is due to the Landlord and will result in an Income Due transaction on the Landlord Income Account. When a payment is received from the Tenant, the total amount of the Payment that is used as Rent will be reflected as an Income Received transaction on the Landlord Income account.

An Income Due (Debit) transaction on the Income Account will increase the Landlord Account Balance

An Income Received (Credit) transaction on the Income Account will decrease the Landlord Account Balance

Landlord Expense (Creditor) Account

This account shows amounts billed as expenses to the Landlord and payments made on behalf of the Landlord from his income to settle the expenses billed. When Rent is billed on the Tenant account, a percentage of that Rent is normally deducted from the Rent as Commission. This would typically result is an Expense Billing transaction against the Landlord Expense Account. When a Payment Split is made to deduct and pay the Commission to the Agency Business Account and that Payment is confirmed as PAID, the Payment transactions would reflect on the Landlord Expense account as a Payment made.

An Expense Due (Credit) transaction on the Expense Account will decrease the Landlord Account Balance

An Expense Paid (Debit) transaction on the Expense Account will increase the Landlord Account Balance

Acc Balance

This is the amount of money due to the Landlord taking into account all the Income and Expense Transactions loaded. In essence it is calculated as follows:

Acc Balance = Income Due - Income Received - Expenses Billed + Expense Paid

The last 15 transaction is shown by default, but you can view a complete list of all Transactions for the Account by clicking on the View All button at the top. This will display the full Landlord Account with extensive filtering, search and account correction features for administrators with the appropriate rights.

The Landlord Billing Operations drop down menu provides access to:

  • Bill Landlord - Use this feature to bill a Landlord for Commission and other Services to be paid from the Rent received
  • Increase Income - Use this feature to load a debit note on the Income Account to correct a mistake
  • Decrease Income - Use this feature to load a credit note on the Income Account to correct a mistake
  • Increase Expenses - Use this feature to load a credit note on the Expense Account to correct a mistake
  • Decrease Expenses - Use this feature to load a debit note on the Expense Account to correct a mistake

The Billing Tool drop down menu provides access to:

  • Bill Placement Fee - Use this feature to bill the Deposit Transactions to the Tenant Account. The system will automatically fetch the Lease info for Damage and Services deposit and create a Draft Billing Transactions that you can just view / edit and then approve.
  • Bill Procurement Fee - Use this feature to bill the Lease Fee to the Tenant Account. The system will automatically fetch the Lease Fee info from the Application and create a Draft Billing Transactions that you can just view / edit and then approve.

The Landlord Category Balances

The Landlord Category Balances are shown as a panel on the right of the Accounts Dashboard. There are two panels, one for Recovery Balances and one for Expense Balances. The Categories provided for are shown on the Example panels below. The purpose of the Category Balances is to show the Balance of all Income and Expense Transactions belonging to a specific Category. The Category Balances constitute the breakdown of what the Outstanding Landlord Balance consist of.

When-ever a billing is done or when a Payment in rpmsOnline is marked as PAID, the category balances are updated for the Landlord Account.

Examples: 

Recovery Category Balance for Mun Account = SUM Income Due Transactions of Category Mun Account - SUM Income Received Transactions of Category Mun Account

Expense Category Balance for Commission = SUM of all Expense Billing Transactions for Category Commission - SUM of all Landlord Payment Transactions made against Category Commission

The example above would apply to all Landlord Recovery and Landlord Expense Categories.

The Account Summary Panel

The account summary panel (see example below) shows the following:

  • Recalc Alert flag - this flag will be ticked when a correction has been made on an account that still requires the account to be recalculated using the Recalc feature from the Tools drop down menu on the Lease Summary panel at the top of the dashboard.
  • Utility Alert flag - this flag will be ticked when the Mandate Rules has been setup to manage a Municipal and / or BC Account and where such an account has not been loaded in the past 30 days.
  • Landlord Rent - this is the Total Rent Income Category in other words the Rent that is still due on the Landlord Income Account.
  • Landlord Recoveries - this is the Total of all the Landlord Recovery Category Balances and represent the total amount to be recovered to the Landlord (excluding Rent).
  • Landlord Balance - this is the Balance due to the Landlord (Landlord Rent + Landlord Recoveries - Landlord Expenses)
  • Tenant Balance - this is the Balance due by the Tenant (Tenant Account Billings - Tenant Account Payments)
  • Tenant Deposit - this is the Balance of the Tenant Deposit Account inclusive of all Deposits Invested, Withdrawls made, Interest Earned and Costs Recovered from the Deposit.

The Account Setting Panel

The account settings panel (see example below) shows the following:

  • Bill Rent on day - the day of the month on which auto billing of Rent and Services will take place if auto billing is enabled. If the day is set to 1, billing will take place on the first day of the month. If the day is set to -5, billing will take place on the first day of the next month minus 5 days (for example if you want to bill on the 27th of April for the month of May, you would need to set the Billing Day to -5. This can be done on this account settings panel for the specific Lease Account. It can however also be done on the Lease Flags query in bulk for a selection of Leases.
  • Rent due on - the day of the month on which rent is due as per the Lease agreement.
  • Auto bill rent flag - enable this flag to auto bill rent for the Lease. Refer to the article on Auto Billing of rent and services for more detail on the Auto Billing feature.
  • Auto bill services flag - enable this flag to auto bill mandate services for the Lease. Refer to the article on Auto Billing of rent and services for more detail on the Auto Billing feature.
  • Manage Mun Account - this flag indicates that there is a Mandate rule for the management of Municipal Accounts
  • Manage BC Account - this flag indicates that there is a Mandate rule for the management of BC Accounts
  • Notify Landlord via Email flag - this flag enables Landlord Email notifications. It can however also be done on the Lease Flags query in bulk for a selection of Leases.
  • Notify Tenant via Email flag - this flag enables Tenant Email notifications. It can however also be done on the Lease Flags query in bulk for a selection of Leases.
  • Notify Tenant via SMS flag - this flag enables Tenant SMS notifications, It can however also be done on the Lease Flags query in bulk for a selection of Leases.

The Account Mandate Rules

The Mandate Payment rules panel show a summary of Municipal, Body Corporate and Additional payment rules configured on the Mandate for the Lease (see example below).

The Account History

The Account History for the Lease consists of all Payments Received and all Payments Made on the Lease Accounts. This list of Payments Received (see example below) show all Payments that was received from Tenant and mapped to this Lease Account.

The split balance field indicates the amount that has not been scheduled or paid yet.

When you click on the down arrow of any Payment Received record, a list of all Payment splits made to distribute the money received will be displayed as shown in the example below.

In the example above:

  • an amount of R 15 000 was received for Sea View 20 on 18/8/2017. This amount was paid out as shown on the list of Allocations / splits for the Payment Received. From this list we can see:
  • R 570 was deducted from the Rent and paid to the Agency Business Account as Commission (from Rent flag is Yes)
  • R 4430 was paid to the Landlord as the remainder of the Rent minus the Commission (from Rent flag is Yes)
  • R 10 000 was paid to the Agency Investment Account for the Tenant Deposit that was paid over and above the Rent (from Rent flag is off)

For a complete description of the Payment Status field, please refer to the Payment Status field article.

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