In order to import Centrepay Payments directly in to Chintaro, you will need to receive your Centrepay payment files as CSV (Comma Separated Values) files (please speak to your Centrepay contact if you are receiving your files in a different file format EG PDF) as the file type will need to be changed.
This solution covers processes whereby tenants are charged rent and other charges, and where tenants are charged rent only:
- Importing Centrepay files for tenants with payment splits and arrangements
- Importing Centrepay files for tenants with no payment splits or arrangements
- What to do if you don't know which tenant to allocate the payment to
Importing Centrepay files for tenants with payment splits and arrangements
The Multi Bank Processing (2 Line) screen is used to import payment files for Tenants who are charged rent, and multiple other charges. The 2 line screen is used as you will be able to see more information regarding the other charges when the payments are imported. This screen can be used for both Centrepay files and Bank Statements.
To import Centrepay Payments/Bank Statements directly in to Chintaro, from the Finance Sub-Menu, click Bank Functions and then click Multi Bank Processing (2 Line).
The Multi Bank Processing (2 line) screen will open:
The steps to import Centrepay Payments are listed in order from 1-5:
| Step | Description |
| 1 Select Import File | Click the  button to find the file that you have downloaded from the Centrepay Website and saved on your server. When you have found the file, click to highlight it, and then click Open. |
| 2 Select Bank Account | Ensure you select Centrepay as the Bank Account if you are importing a Centrepay File. |
3 Import the File | Click . All of the transactions in the file will be imported in to the main section of the screen. The dates of the Transactions will appear next to the Import Button:*The transactions will not be applied to the tenancies until step 5* The left hand side of the screen is the information from Centrepay: - Date: The Date of the transaction. - Amount: The amount of the transaction. - Description: For Centrepay files, the description will be the Centrepay File information, such as changes to deductions (EG starting with PYI), Tenant Information (EG Centrelink Reference Number & Name) or Centrelink Fees (EG Centrelink Fee 555024999H). - Tenancy: The Tenancy column indicates which Tenant the payment will be allocated to. Ensure the Centrelink Reference name matches the Chintaro Tenancy. There may be payments in the file that are marked as *Not a Rent Payment*, and these will be for Centrelink Fees and changes to deductions (EG starting with PYI). These are NOT rent payments they are simply advice from Centrelink that someone has started, changed or stopped a deduction. - Rent Component: The amount of money that has been allocated to Rent. - Other Amount 1-8:
You are able to change the payment amounts in the Other Amount 1 - Other Amount 8 columns by changing the vales in these fields, as long as all payments add up to the total amount received from Centrepay (EG take $5 from a Furniture Payment, and add the $5 to a Tenant Maintenance Payment). - Gen Credit: The Generate Credit box indicates if the payment will be allocated to the Tenancy in Step 5. The boxes that are not ticked indicate that Chintaro does not have enough information to create the transactions (EG Blank Tenancy field), or because the line is marked as *Not a Rent Payment* (EG Centrelink Fees). Centrelink Fees are always included in the Centrepay File and are not included as part of the Tenants payment, so Chintaro ignores these payments. |
4 Select the correct Tenancies and mark all records that will generate a Payment | At this point, you need to check the allocations and correct any problems there are with the Centrepay import. The Centrelink Reference Number in the Centrepay description will always be correct, and if a payment is not matched in this screen, it means you have the incorrect CRN entered in to Chintaro for your Tenant. You will need to copy the CRN and paste it in to the Income Details section of the Client Record.  Switch the view to current tenants only by selecting the following tick box:
There may be payments in the file that are marked as *Not a Rent Payment*, and these will be for Centrelink Fees and Advises. Ensure the Centrelink Reference name matches the Chintaro Tenancy. Ensure all Rent Payments have the
The Centrelink Reference Number in the Centrepay file will always be correct, and if a payment is not matched in this screen, it means you have the incorrect CRN for your Tenant. You will need to copy the CRN and paste it in to the Income Details section of the Client Record.  box ticked. Only Payments with the Generate Credit box ticked will be applied to the Tenancy. |
| 5 Generate the Payments | When the payments have been allocated to the correct Tenancies, click Chintaro will advise you the number of Rent Payments, Other Credits, Bond and Property Fee Transactions Generated to the Tenancy Records, and that all transactions have been transferred to the Bank Account. |
.Importing Centrepay files for tenants with no payment splits or arrangements
To import Centrepay Payments directly in to Chintaro, from the Finance Sub-Menu, click Bank Functions and then click Multi Bank Processing.
The Multi Bank Processing screen will open:
The steps to import Centrepay Payments are listed in order from 1-5:
| Step | Description |
1 Select Import File | Click the button to find the file that you have downloaded from the Centrepay Website and saved on your server. When you have found the file, click to highlight it, and then click Open. |
2 Select Bank Account | Ensure you select Centrepay as the Bank Account if you are importing a Centrepay File. |
3 Import the File | Click. All of the transactions in the file will be imported in to the main section of the screen. The dates of the Transactions will appear next to the Import Button: *The transactions will not be applied to the tenancies until step 5* The left hand side of the screen is the information from Centrepay: - Date: The Date of the transaction. - Amount: The amount of the transaction. - Description: For Centrepay files, the description will be the Centrepay File information, such as Advises (EG PYI510), Tenant Information (EG Centrelink Reference Number & Name) or Centrelink Fees (EG Centrelink Fee 555024999H). The right hand side of the screen is how Chintaro has interpreted the information from Centrepay: - Match: The data Chintaro is matching on from the file. - Tenancy: The Tenancy column indicates which Tenant the payment will be allocated to. Ensure the Centrelink Reference name matches the Chintaro Tenancy. There may be payments in the file that are marked as *Not a Rent Payment*, and these will be for Centrelink Fees and changes to deductions (EG starting with PYI). These are NOT rent payments they are simply advice from Centrelink that someone has started, changed or stopped a deduction. - Rent Component: The amount of money that has been allocated to Rent. - Other Amount 1-8: If you have set up splits for your Tenants, the amounts for each split will appear in these columns. - Gen Credit: The Generate Credit box indicates if the payment will be allocated to the Tenancy in Step 5. The boxes that are not ticked indicate that Chintaro does not have enough information to create the transactions (EG Blank Tenancy field), or because the line is marked as *Not a Rent Payment* (EG Centrelink Fees). Centrelink Fees are always included in the Centrepay File and are not included as part of the Tenants payment, so Chintaro ignores these payments. |
4 Select the correct Tenancies and mark all records that will generate a Payment | At this point, you need to check the allocations and correct any problems there are with the Centrepay import. The Centrelink Reference Number in the Centrepay description will always be correct, and if a payment is not matched in this screen, it means you have the incorrect CRN entered in to Chintaro for your Tenant. You will need to copy the CRN and paste it in to the Income Details section of the Client Record. Switch the view to current tenants only by selecting the following tick box:
There may be payments in the file that are marked as *Not a Rent Payment*, and these will be for Centrelink Fees and Advises. Ensure the Centrelink Reference name matches the Chintaro Tenancy. Ensure all Rent Payments have the
The Centrelink Reference Number in the Centrepay file will always be correct, and if a payment is not matched in this screen, it means you have the incorrect CRN for your Tenant. You will need to copy the CRN and paste it in to the Income Details section of the Client Record. Ensure all Rent Payments have the box ticked. Only Payments with the Generate Credit box ticked will be applied to the Tenancy. |
5 Generate the Payments | When the payments have been allocated to the correct Tenancies, click Chintaro will advise you the number of Rent Payments, Other Credits, Bond and Property Fee Transactions Generated to the Tenancy Records, and that all transactions have been transferred to the Bank Account. |
The payments will now show on the Tenancy Transactions ledger as individual payments.
What to do if you don't know which tenant to allocate the payment to
There may be times that you receive a payment but you don't know who to allocate it to. If this is the case, leave the Tenancy field blank, and process all other transactions.
You can allocate the unknown transaction to a tenancy when you know who the payment was for using the Bank Account screen. Click this link for how to process an unallocated payment.
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