WeconnectU is currently only File integrated with the various financial institutions. These files will be sent to the Business User daily. A property Managing Agency can have more than one integration.

1. Cashbooks

1.1 Bulk Banking Setup

1.1.1 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.

Click on the dropdown list of Bank Integration and select the relevant integration per the bank in use.

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 that 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 completing the required fields, click on Add Cashbook to save and create the cashbook.

1.2. Uploading Bulk Banking File

1.2.1 Upload File

Navigation: Global Overview > Finances > General > Cashbook

The following screen will appear with a list view of all communities. 

In the right-hand corner of the page, click on the Cashbook Options and select Upload Cashbook.

On the dropdown list, select the relevant Bank Integration.

1.3 Understanding the Bulk Banking Page

Navigation: Global Overview > Finances > General > Cashbook

There are several columns to navigate on the screen and to assist with bulk banking.

• Upload: If there is a tick next to the community name it indicates all the communities to be included in the upload. If the block under the Upload is greyed out it means that the community is not set up for bank integration.

• Community: The Community Name, clicking on the community name to easily navigate into the community cashbook.

• Cashbook: This date will indicate the last date the community's cashbook has been uploaded either on a community or global level.

• Transactions: The green tick indicates that all transactions have been allocated. Should there not be a green tick, the amount in red will indicate how many transactions still need to be allocated.

• Default Acc Closing: This balance is the bank balance of all the default accounts set when setting up Cashbooks.
• Other Accs Closing: The balance is the collective balance of all of the other bank accounts captured.

• Run Rules: Here is where rules are run globally by either selecting all or selecting per community.

• Date Run: The date on which the last rules were run on the WeconnectU system.

1.4 Allocation Rules

Once the Bulk File has been uploaded and there are still unallocated transactions, click on the community name and create allocation rules. These rules will be included in the next Run Rules.

1.4.1 Creating Allocation Rules

Navigation: Community Level > Finances > General > Cashbook

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.

1.4.2 Run allocation rules

Navigation: Global Overview > Finances > General > Cashbook

2. Suppliers

2.1 Bulk Supplier Export 

Navigation: Global Overview > Finance > Suppliers > Payment Authorisations

Click on payment options and select the export payment checklist

Choose the relevant bank for which the payment export is needed from the pop-up screen

Check and unselect the relevant transactions that are not needed for payments, after which click on export payments, a file will now be downloaded to the desktop, containing all payments selected across applicable communicated

If only one community's payments need to be exported, on the same page scroll down to that relevant community's section and Select the export [bank name] button.