Finance - Importing Bank Statements

Modified on Tue, 06 Sep 2022 at 01:31 PM

Bank Statements can be imported into Chintaro and are matched by the Payment Book ID field on the tenancy screen:

The Payment Book ID for the Tenancy Record must match the text that the bank puts on their statement or the payment will not be allocated automatically to the correct tenancy in Chintaro.

This solution covers 2 scenarios of importing bank statements:

How to import bank statements for tenants with splits and arrangements
How to import bank statements for tenants with no splits or arrangements
What to do if you don't know which tenant to allocate the payment to

How to import bank statements for tenants with splits and arrangements

After you have downloaded the bank statement in CSV format, you can import it to Chintaro by starting at the Home screen, clicking Finance, Bank Functions and then click Multi Bank Processing (2 Line).

The steps to import Bank Statements are listed in order from 1-5.

Step	Description
1. Select Import File	Click the button to find the file you want to import. When you have found the file, click to highlight it, and then click Open.
2. Select Bank Account	Select the Bank Account that you will be importing the file to from your drop down list. Ensure you select the correct Bank Account if you are importing a Bank Statement.
3. Import the File	Click Import. 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 This screen is like a holding screen, and the payments imported will not go on to Tenancy record until you have looked at the information and you are satisfied that it is correct. When the file is imported in to Chintaro, each payment will have 2 lines – one for the payment amounts, and one to describe what split is for. You are able to change the payment amounts in the Other Amount 1 - Other Amount 5 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).
4. Select the correct Tenancies and mark all records that will generate a Payment	There may be payments in the file that are marked as Not a Rent Payment (transactions that are not deemed rent payments). These will not be applied to a tenancy. Ensure the Payment Book ID in the file matches the Payment Book ID for the Chintaro Tenancy. Ensure all Rent Payments have the box ticked. Only Payments with the Generate Credit box ticked will be applied to the Tenancy.
5. Generate Payments and Transfer to Bank Account	When the payments have been allocated to the correct Tenancies, clickGenerate Payments and Transfer to Bank Account. Chintaro will apply the payments to the tenancies selected and copy the transactions to the Bank Account.

How to import bank statements for tenants with no splits or arrangements

The steps to import the Bank Statement are listed in order from 1-5.

Step	Description
1. Select Import File	Click the button to find the file you want to import. When you have found the file, click to highlight it, and then click Open.
2. Select Bank Account	Select the Bank Account that you will be importing the file to from your drop down list. Ensure you select the correct Bank Account if you are importing a Bank Statement.
3. Import the File	Click Import. 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 At this point, you need to check the allocations and correct any problems there are with the Bank Statement imported. If there is no name in the Tenancy column, you are able to use the drop down list to work out who the payment is for. If you cannot identify the Tenant, process the payments that are allocated and come back to the ones that are not allocated when Viewing Bank Accounts (See Solution: View Bank Accounts).
4. Select the correct Tenancies and mark all records that will generate a Payment	There may be payments in the file that are marked as Not a Rent Payment (transactions that are not deemed rent payments). These will not be applied to a tenancy. Ensure the Payment Book ID in the file matches the Payment Book ID for the Chintaro Tenancy. Ensure all Rent Payments have the box ticked. Only Payments with the Generate Credit box ticked will be applied to the Tenancy.
5. Generate Payments and Transfer to Bank Account	When the payments have been allocated to the correct Tenancies, click Generate Payments and Transfer to Bank Account. Chintaro will apply the payments to the tenancies selected and copy the transactions to the Bank Account.

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.