To perform actions in a cashbook, in the relevant community, click on Finances and select Cashbook from the navigation sidebar.

1. Cashbook Setup

1.1 Creating Cashbook

Navigation: Community Level > Finances > Financial > Cashbook

From the cashbook tab, click on Add New Cashbook / Bank Account. 

Complete the fields required fields which are indicated in red.

Once this cashbook is created, a general ledger will automatically be created for the cashbook, and the Description (name) will be entered under General Ledger Details - Description. This can be edited before saving the cashbook.

Should this be the cashbook in which bank account details need to appear on customer invoices and statements, toggle the yes box next to the Default Account 

If this is the cashbook which has been captured (bank account details) is the bank account that needs to appear on all tenant invoices and statements, click the check box next to Tenant Billing Account.

Enter the opening balance for this cashbook if applicable. Enter the opening balance in the opening balance field, if there is no balance leave it as zero.

After the required fields are completed, click on Add Cashbook to save and create the cashbook.

1.2 Delete Cashbook

Navigation: Community Level > Finances > Financial > Cashbook

A cashbook which has any form of transaction captured cannot be deleted from WeconnectU. If there are no transactions in the cashbook, a red trash can icon will appear next to the Cashbook which will remove the Cashbook. Please note this action is permission-based.

However, should the cashbook no longer be in use and the property managing agent would like to "hide" the inactive cashbook this can be done by selecting the hide cashbook option. The requirements to hide a cashbook is

• Zero Balance
• The Cashbook is not a Default Cashbook

The cashbook will reflect the word (Hidden). These Cashbooks are hidden from the Dashboard total and the Cashbook dropdown list when uploading Cashbooks.

2. Uploading Cashbook

2.1 Upload a Template

Navigation: Community Level > Finances > General > Cashbook

The Cashbook Options button and the dropdown list select Upload bank statement. If this is the very first bank statement upload, this is usually indicated by the last upload date stating 1970-01-01. Click on the Cashbook Options button, and the dropdown list select Upload bank statement

If this is the very first bank statement upload select Create New template From This File. Click on the Select Bank Statement file and select the specific CSV bank statement that needs to be uploaded.

Once the file has been uploaded, the button will turn green. This will indicate that the file is now ready to be uploaded. 

2.2. Create a Template

Once the bank statement has been selected and the upload has been clicked, the following screen will appear

2.2.1 Naming the Template

• Template name: Create a name for the template. The best practice is to copy and paste the bold section of the Bank Name and Account Number.
• In which cell does the Account number appear:  If the Account number appears in its' own single cell, without any text, specify in which cell it appears. 

• Date format: Choose the date format exactly as it appears on the electronic bank statement file. To see this, refer to the preview screen on the system. The transaction detail within "column A" will show exactly which date format is used in the CSV and thus which format to choose. 
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• Zero amounts: Choose if Zero Amounts should be brought in or ignored.

2.2.2 Selecting Columns

Specify the essential column headers for import. There are only three fields required to create the template.

1. Date

2. Amount

3. Description

   1. There is an option to add a Description 2 should the statement contain a secondary description

Select ignore on columns that do not contain any relevant information. Do not bring in the balance as an amount column as WeconnectU is designed to calculate a balance automatically.

2.2.3 Specifying Rows

Specify which rows can be classified as Header, Detail, and Footer.

1. Header - All rows above the first transaction line will be HeaderAmount
2. Detail - All transaction lines, must contain a Date, Description and Amount.
3. Footer - All rows beneath the last transaction will be Footer. 

Click on Save Template after all rows and columns have been labelled.

Once the template is saved, the screen will automatically redirect to 

Check through the new transactions and the possible duplicates. The system will pick up duplicate transactions if the date, description, and amount are the same as any transaction that has been uploaded previously.

The system will display a list of all of the transactions that are about to be uploaded under the

1) New Transactions - These are transactions which the system recognises that have not been previously uploaded.

2) Possible Duplicates - here a list will be displayed should the system recognise a transaction line as a duplicate. There is still an option to upload the transaction by selecting the toggle box. 

Once all the transactions that need to be uploaded are selected, click on Confirm Transactions at the bottom of the page. 

2.3 Manual Transactions

Navigation: Community Level > Finances > General > Cashbook

To manually capture the bank statement, hover over Cashbook Options. Click on Manual Transactions.

The following screen will appear. Manually select the date, description, and amount as well as whether the amount is an income or expense. Click on Add Line if more than one transaction needs to be captured. Once done click on Upload Transactions to add these manual transactions to the cashbook.

3. Allocating Transactions

3.1 Allocation Rules

Navigation: Community Level > Finances > General > Cashbook

Instead of manually allocating every single transaction, create allocation rules and run these rules to allocate cashbook transactions. To create a rule, click on any description of any transaction.

The following screen will pop up

• Description: The description of the transaction will need to start with a certain word or phrase and/or contain a certain word or phrase for the rule to allocate the transaction to a certain ledger account - this phrase/word is the criteria that needs to be met so that this rule can apply:

• Account: Choose the ledger that this transaction should be posted to

• Apply to amounts/Apply to Bank accounts: Choose to which Amounts and Bank Accounts this rule applies

As soon as the rule is added it will appear in grey under the transaction description. This does not mean that the transaction has been allocated. This is to indicate where the transaction will be allocated once the rules have run.

3.1.1 Run allocation rules

Navigation: Community Level > Finances > General > Cashbook > Cashbook Options > Run Rules

3.2 Manual Allocation

Navigation: Community Level > Finances > General > Cashbook

To manually allocate a transaction, click on (Allocate)

Choose between General/Customer/Supplier/Reserve Fund Ledger and then select the specific ledger it relates to.

From the same screen, use the search bar at the bottom to find the correct customer if applicable. This will display the customer's balance as well.

Click on submit allocation when done with allocating the transaction.

3.3 Split Allocations

3.3.1 Manual Split Allocation

To split a transaction click on the three grey lines on the right-hand side of the page (i.e. menu options).

The following screen will pop up

Select the Ledger Type and the relevant ledger account. Add a remark, if applicable, and enter the amount. If the transaction requires more than a two-way split, click on Add Additional Split. 

3.3.2 Bulk Split Allocation

In the case of a large split transaction that occurs every month/regularly, it is recommended to use a bulk split file.  Click on the three grey lines on the right-hand side of the page and select Split. 

Download the template file, detail the split transition in Excel and re-upload it to the system.

The template file has the same fields as a journal batch file.

• Column A will either be General, Customer, Supplier, or Reserve.
• Column B will be the account number (GL code/ Customer code/ Supplier code)
• Column C is the Remarks field
• Column D is the Amounts field.
• Column E will show the balance.

To save a split for future use, tick the save Split Template option upon upload, before submitting. To apply a saved split. 

In future select the name of the split saved previously from the dropdown list. The system will automatically populate the fields as applied before.

4. Unallocating Transactions

Navigation: Community Level > Finances > General > Cashbook

On the cashbook screen, once a transaction has been allocated, this is what it will look like on the system

To unallocate a transaction, click on the three grey lines (menu options) next to the transaction on the right side of the screen and click on 'Unallocate'

5. Deleting Transactions

In the case of an incorrect transaction upload, there is an option to delete a transaction. From the menu options click on Delete.

If the transaction was allocated, it must first be unallocated before being able to delete the transaction.

6. Remove Allocation Rules

Navigation: Community Level > Finances > Setup > Financial > Allocation Rule

All allocation rules will be listed, these rules can be edited or deleted by clicking on the pen or the bin.

7. Cashbook Icons

The icons on the dropdown menu indicate which cashbook transactions are all allocated (green check) and which transactions are not all allocated. In the top left, the number indicates the total unallocated transactions across all cashbooks. The bottom left indicates the number of unallocated transactions in the specific cashbook.