CMS - Payments Page

Created by Mienette van Heerden, Modified on Thu, 13 Jun, 2024 at 2:13 PM by Glennise Pretorius

Enhancing your payment management experience. Get ready for a smoother and more efficient journey through each phase of the payment process!

How to Manage Payments

Navigation: Global Overview > Finance > Supplier > Payments

1. Navigating the Payment Flow

The payment page introduces three automatically filtered tabs, simplifying the payment process and decluttering the payment world.

1.1 Manage Tab

On this page, it will display all payments on hold, pending authorization, partially authorized, and those ready for export. This is indicated by the colour tags on the far right side of the payment card.

Each payment card clearly indicates the relevant details:

Invoice date
GRV number
Supplier code
Supplier name
Our reference
Supplier reference
Number of documents uploaded
Authorisation granted - indicated in green
Payment placed on hold - indicated in yellow

Menu options include partial payment, debit note, Mark as Paid, or Place on Hold if duly authorized.

Important: If you require the payment to be removed from the Payments Page, you will need to raise the debit note on the Payments Page. Once a debit note has been created, it CAN NOT be deleted.

Related Support Article: How To: Create a Debit Note

1.2 Exported Tab

Payments exported from the Manage tab automatically move to the Exported tab. In this tab, it will only list the payments that have been exported but not yet marked as paid.

1.3 Paid Tab

Displays all payment cards marked as paid. The payment cards will automatically move to the Paid tab once marked as paid. Either by manually marking it as paid or via cashbook import.

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Note: Globally, only payments marked as Paid in the last 30 days will be displayed. On the community level, all marked payments are visible.

2. Filtering, Searching & Sorting Payments

2.1 Filter Option

By clicking on the Filter icon in the top right corner, next to the Export Payments button. The filter drop-down will appear where there is multiple filter combinations that can be applied to assist the managing agent to be able to be more efficient manage payments.

All these filters can be cleared with a single click on the cross.

2.2 Search Option

Search payments by Supplier, Amount, Our reference, or Supplier reference by simply using the text box to start typing.

2.3 Sort Option

Sort payments by Invoice date or Amount by clicking on the sort Icon next to the text box.

3. Managing Supporting Documents

By clicking on the payment card a pop-up will appear. Under the documents section, is where documents already loaded can be viewed or new documents can be uploaded on-screen.

On this pop-up, the additional documents can be uploaded if that action was not done when creating the invoice for payment.

Note: Only one file can be uploaded per button. If there are multiple documents, you will need to combine all of them in one file. If a file is uploaded and you upload another file it will replace the previous file which was uploaded.

When the Invoice was created and a file was attached. That file will automatically reflect here. Delete and/or replace documents as needed. Download and save documents by clicking on the document name or download icon.

4. Viewing Supplier Bank Details

On the pop-up card under the Supplier information section, view displayed bank details related to the payment.

Warning indicators on the payment card will appear in orange. Click on the card and navigate to the Supplier information section to further investigate.

Here it will clearly indicate if supplier verification is enabled and the supplier is not verified. Should the supplier have been amended after the invoice was created, this invoice will not be included in any payment export until the banking details have been verified by the appointed Supplier Verification user.

Should there be no banking details, it will also indicate this on the payment card and the bank account fields will be blank under the supplier information on the payment card.

5. Managing Authorisation

There are four stages of authorisation and this is displayed on the right side of the payment card.

5.1 Authorise button

Each payment card on the Manage tab with authorization pending will have a grey authorization button. To the left of this button, it will also display the number of authorizations granted and/or needed next to the green Trustee shield.

5.2 Authorised/Pending Auth button

If there is authorisation still outstanding it will be indicated in green that the second auth is pending. Should their banking details be missing or the supplier unverified it will just state Authorised in green.

Note: None of these payments will form part of the payment export.

5.3 Ready for Export

All payment cards which has been authorized and are ready for payment export will be indicated in blue.

5.4 Place on Hold

This function can be done by clicking on the Menu Option button in the top right corner, a drop-down will appear. Click on Place on Hold.

Once on hold has been selected, a pop-up will appear with a text box titled "Reason", and a "Submit" button.

The colour tag will now turn yellow and state On Hold

To remove the On Hold status, click on the Menu Option and select Remove Hold a confirmation pop-up will appear with the Reason on Hold, and click the Submit button.

If the trustee or property manager wants to see the reason for the payment that was placed on hold, simply click on the payment card to view the pop-up which will show more detailed invoice information by clicking on Action History.

Note: Should a payment be placed on hold, that relevant payment CANNOT continue with the functional flow of the payment process, i.e. it cannot be authorized any further nor exported and no partial payment and debit note can be created for that payment.

Single Remittance items cannot be placed on hold, but the actual Remittance can be placed on hold.

Trustees cannot place payments on hold but will be able to view the payments placed on hold.

5.5 Notifying Trustees of Payments to be Authorised

This function can be done in bulk by clicking on the Menu Options button in the top right corner a drop-down will appear. Click on the Email for Authorisation option.

Alternatively, click on the Menu Options next to the community name. Select the Email for Authorisation option.

If the trustees and/or business users would like more detail when authorizing, simply click on the payment card to view the pop-up which will show more detailed invoice information by clicking on Action History. Here it will display who authorised the payment and the history of the invoice.

6. Exporting Payments

Navigation: Global Overview > Finance > Supplier > Export Payments

6.1 Exporting Payments in Bulk

Select the relevant integration. The following pop-up will appear once the bank integration option is selected. On this pop-up, each community that has payment cards that were ready for export will reflect.

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

6.2 Exporting Payments per Community

Click on the Menu Options next to the community name. Select the integration and export options.

Should the community not be set up with a Bank Integration, simply click on the Menu Options next to the community name and select Download Excel.

The Excel sheet will be downloaded. This file can be used when capturing the supplier payments on the bank. This file can be edited by including notes and/or E-signatures.

This process must be done for each community on the Global Overview.

Important: Please note bulk export of supplier payment batches can only be done once a day. Please ensure that all relevant supplier invoices are captured, authorized, and ready for export before exporting any payment file.

7. Marking Payments as Paid

Navigation: Global Overview > Finance > Supplier > Menu Options

Perform a bulk Mark as Paid by clicking on Menu Options and selecting the relevant payments from the pop-up.

The following pop-up will appear, check and select the relevant Invoice that will need to be marked as paid.

Note: That if an invoice should be marked as paid before an export, this can be done by manually marking the payments as paid under the Menu Options button.

Once this action is done the payment cards will automatically appear under the Paid last 30 days tab.

Note: That all functions except for Payment Export can be done on a Community Level.

Other functions on the previous Payment Authorisation page can still be found under the Menu Options button next to the Export Payments button in the top right corner.