The Banking Dashboard

This dashboard is used to import Bank Statements and to map Bank Transactions to Transactions in rpmsOnline.

Also included in this article:

To open the Banking Dashboard

  1. Navigate to the Accounts menu
  2. Select the Banking menu option to open the Banking dashboard

Bank Transactions in rpmsOnline

Bank Transactions are imported as they appear on the Bank Statement and a Bank Transaction record is created in rpmsOnline for every Bank Transaction imported. These Bank Transaction Records carry the following key information:

  • Statement Date - the date of the transaction on your actual Bank Statement
  • Description - the description of the transaction on your actual Bank Statement
  • Amount - the amount of the transaction on your actual Bank Statement
  • Type - the transaction type normally derived as either Credit (Money Received) or Debit (Money Paid)
  • Status - the status is managed by the system. Newly imported Transactions have a status of NEW and as soon as they have been posted for further processing, their status become RECONCILED. Only reconciled Bank Transactions are considered during the Trust Recon processes.
  • Source - the source field is set by the system and will either be Statement Import, Remittance or Manually Created.
  • Origin - this field is displayed on the Credit Bank Transactions panel to indicate who initiated the transaction. The options are From Tenant (Default), From Invest Account, From Business Account, From Landlord and Bank.
  • Mapped to - this field is used to indicate the entity to which the Bank Transaction is linked for Trust Recon purposes. Only mapped transactions can be posted for further processing. The options are:
    • Lease - when a credit bank transaction is linked to a Lease
    • Interest - when a credit bank transaction has been identified as interest earned on the Trust Account
    • Split - when a credit bank transaction has been identified as a Bulk Payment for a selection of Leases
    • Bank Cost Recovery - when a credit bank transaction has been identified as a cost recovery transaction to recover bank costs incurred on the Trust Account from the Business Account
    • Payment Made - when a debit transaction is linked to a Payment split transaction
    • Remittance Payment - when a debit transaction is linked to a Remittance Payment transaction consisting of multiple split transactions
    • Bank Costs - when a debit transaction has been identified as a Bank Cost charged by the Bank
    • Trust Account Adjustment - when a credit or debit transaction has been identified as a transaction that was not processed through rpmsOnline.

Dashboard Layout and Features

Three different panels can be displayed and you can easily switch between the panels by just clicking on the relevant Buttons as shown in the examples below:

The Bank Statement Panel View

To navigate to this panel, click on the Bank Statement Button.

This view is used to upload and view Bank Statement Transactions and to validate the Transactions against Bank Transactions that have already been imported previously in order to identify and avoid duplicate imports.

To import a Bank Statement click on the Upload Bank Statement button to open the Upload form as shown below. 

  • Click on the file type drop down to select the file type:
    • OFX - most financial institutions support this international standard.
    • Template - use this option to import using a pre-defined Excel CSV template (Click here to down load the Template).
  • Click on the Select Files button to browse and select the File to upload.
  • Click on the Save button.

The imported Records are compared against Bank Transaction records that have been previously imported. The comparison is on Date, Description and Amount. If a duplicate record is found, the status field is set to Dont Import and the field is highlighted in RED.

The following item operations are available for every Statement Record:

  • View / Edit - use this option to view the Transaction Detail
  • Delete - use this option to delete the Import Record
  • Toggle Import / Dont Import - use this option to toggle the status field between Import or Dont Import. 
  • Show Duplicate Transactions - use this option to view Transactions that have been previously imported and that have the same Date, Description and Amount.

Once you have validated the transactions from the Statement that you would like to import you can do a Balances Check to determine whether the Bank Balance in rpmsOnline will be the same as the Import File Balance when these transactions have been imported.

Balance check (Optional)

From the Tools menu drop down on the top right, select the Check Import Balances option. The Balance Check window will be displayed (See example below).

The following is calculated and displayed on the form:

  • Current RPMS Balance - the current Balance in RPMS (Sum of all Credits previously imported - Sum of all Debits previously imported)
  • Total Credits to Import - the Sum of all Credits on the Bank Statement Panel with the Status set to IMPORT.
  • Total Debits to Import - the Sum of all Debits on the Bank Statement Panel with the Status set to IMPORT.
  • OFX Statement Balance - the Balance on the OFX Statement that you have uploaded.
  • New Balance after Import - what the New RPMS Balance will be after you have imported the transactions with a status of IMPORT. This would therefor be the Current RPMS Balance plus the Total Credits to Import minus the Total Debits to Import.
  • Balance Deviation - the difference the calculated New Balance after Import and the OFX Statement Balance.

Import Transactions

Click on the Import Transactions button to import all the Transactions with a status of IMPORT. Once imported the transactions will be removed from the Bank Statement Panel view and displayed on the Credit Bank Transactions and Debit Bank Transactions panel views where applicable.

The remaining Bank Statement transactions with a status of DONT IMPORT will be deleted as part of the import process.

Load a single Transaction Manually

This feature can be used to load a manual Bank Statement Transaction on the Bank Statement panel. Please note that this option will only be available for Manager users with permissions to do Trust Recons.

Click on the Load a Transaction button to open the Statement Transaction form. Complete the fields on the form and click on the Create button. The source field of the Transaction will be set to Manually Created and an audit trail entry will be made.

The Credit Bank Transactions View

To navigate to this panel, click on the Credit Bank Transactions Button.

This view is used to Map imported Credit Bank Transactions to Lease Accounts, Adjustments, Interest or Cost Recovery Transactions. All mapped records can be posted for further processing in rpmsOnline. Credit Bank Transactions mapped to Lease Accounts will be sent to the Payments to Allocate dashboard from where the Payment Processing can be done.

Auto Mapping of Credit Transactions

When you import the transactions rpmsOnline will attempt to auto map the imported credit transactions to Lease Accounts. The system will try to find a Current Lease Account where:

  • the Lease Payment Reference are included in the bank transaction Description field
  • the Property Name [ Name + Number] is included in the bank transaction Description field
  • the Property Name reversed format [Number + Name] is included in the bank transaction Description field

If a Current Lease is found, the system will link the credit transaction to the Lease.

NOTE: The Summary Label (Mapping to Lease) in the query above have been temporarily disabled.

Manual Mapping of Credit Transactions

You can use the Map to Options drop down menu to manually map / unmap credit bank transactions. The following options are available:

  • View - use this option to view the Transaction detail.
  • Delete - use this option to permanently delete the transaction. Please note that you will have to re-import the transaction should you want to undo this action.
  • Split Payment - use this option to split a Bulk Payment Received between a selection of Lease Accounts.
  • Link Lease - use this option to search for and select a specific Lease to link to the transaction.
  • Interest - use this option to mark the transaction as an Interest Earned transaction.
  • Recovery - use this option to mark the transaction as a Recovery transaction to recover bank costs from the Business Account.
  • Link to Adjustment - use this option to mark the transaction as a Transaction that was not processed through RPMS. You can complete the Adjustment Detail form to explain in more detail why the transaction was not processed through RPMS.
  • Link to GL Account - use this option to send money received to a selected GL Account.

How to load a Split Payment

  • Select the Split Payment option from the Map to Options drop down
  • Select the Remittance Option from the drop down:
    • Create Manually - to manually select and create the splits for each affected Lease
    • Create from Remittance - to import a Remittance File that contains the splits for the affected Leases.
  • Click on the Save button. The Transaction Split panel will be displayed.

When you click on the Split Payment option, the Transaction Splits panel will be displayed as shown below.

On the Transaction Splits window:

  • Use the Create new Split Transaction to manually create new Splits.
  • Delete - use this option to delete a specific Split.

Note the following:

  • The Split Balance (shown on the label) will be decreased when new splits are created and increased when existing splits are deleted.
  • When you use the Create new Split transaction feature, you need to select the Lease from the drop down by typing any portion of the Property Name. A list of Leases that contain the text entered will be displayed showing the Property Name, Tenant Name and the Outstanding Tenant Balance. When you select a Lease the system will auto compile a Description Field and will include the Outstanding Tenant balance in the total field (see example below). You can however change this before you click on the Create button to create the split.

Posting of Credit Bank Transactions

Click on the Post Transactions button to post Credit Bank Transactions that have been mapped for further processing. This feature will set the status of the Credit Bank Transaction to RECONCILED and will create a Payment Received record on the Payments to Allocate dashboard from where Payment Splits can be created to distribute the funds received.

The system will also apply its auto suggest features to auto create draft Payment Splits where possible for review and submission on the Payments to Allocate dashboard.

The Debit Bank Transactions View

To navigate to this panel, click on the Debit Bank Transactions Button.

This view is used to Map imported Bank Bank Transactions to Payments, Remittance Payments, Adjustments or Bank Costs. All mapped records can be posted for further processing in rpmsOnline. Mapped Debit Bank Transactions will be included in the Trust Recon Reporting. 

Auto Mapping of Debit Transactions

When you import the transactions rpmsOnline will attempt to auto map the imported debit transactions to Payment Splits or Remittance Payments in RPMS. The system will attempt a mapping based on the following for Bank Payments that have been marked as PAID on the Bank Payment Schedule.

  • the Account Reference used on the Payment Split have been included in the bank transaction Description field
  • the Remittance Reference used on the a Remittance Payment have been included in the bank transaction Description field.

If a Payment Split or Remittance Payment is found that has been marked as PAID, the system will link the debit transaction to the Payment Split or Remittance found.

Manual Mapping of Debit Transactions

You can use the Map to Options drop down menu to manually map / unmap debit bank transactions. The following options are available:

  • View - use this option to view the Transaction detail.
  • Delete - use this option to permanently delete the transaction. Please note that you will have to re-import the transaction should you want to undo this action.
  • Link Payment - use this option to search for and link a Payment Split in RPMS. A list of paid splits will be shown with the same amount as the debit Bank Transaction.
  • Link Remittance - use this option to search for and link a Remittance in RPMS. A list of paid Remittances will be shown with the same amount as the debit Bank Transaction.
  • Bank Cost - use this option to mark the transaction as a Bank Cost that has been charged by the Bank.
  • Link to Adjustment - use this option to mark the transaction as a Transaction that was not processed through RPMS. You can complete the Adjustment Detail form to explain in more detail why the transaction was not processed through RPMS.
  • Link to GL Transaction - use this option to map the Debit Bank Transaction to a payment that was made directly from a GL Account.

Posting of Debit Bank Transactions

Click on the  Post Transactions button to post Debit Bank Transactions that have been mapped for further processing. This feature will set the status of the Debit Bank Transaction to RECONCILED. The status of the linked Payments will be changed from PAYMENT MADE to RECONCILED. 

Tools Menu

The features available from the Tools menu at the top of the Dashboard has been designed to assist with the Reconciliation Process of the Trust Account and Investment Account as shown below on the Tools drop down menu.

The following options are available:

  • Set current Trust Balance - use this option to set the Current RPMS Trust Balance equal to the Opening Balance of the Next Trust Statement to be imported.
  • Check Import Balances - use this option to check the RPMS Bank balance with the imported Statement Balance to confirm that all transactions will be imported and that no duplicates will be imported.
  • Current Trust Creditors - use this option to compile a list of current Trust Creditors in the system based on the last Bank Statement imported.
  • Trust Recon Records - use this option to open the Trust Recon dashboard from where Trust Recon records can be compiled for a specific period.
  • Invest Recon Records - use this option to open the Investment Recon dashboard from where Investment Recon records can be compiled for a specific period.
  • Trust Balance Records - use this option to compile and save a snapshot of the Trust Creditors at a specific point in time.
  • Trust Account Import History - use this option to display a complete list of all Bank Transactions imported into rpmsOnline.

Reports Menu

The features available from the Reports menu at the top of the Dashboard has been designed to compile Trust Recon reports. The following options are available.

  • Compile Recon Summary Report
  • Compile Recon Detail Report

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