We have been working on some changes in the background for the speed of processing all generated payment runs, in order for these changes to work there has been some slight changes in what you will see and the function that will happen.
The beginning of the process is the same as normal
Financial - Transactions
Generate Owner Payments (Owner Payments)
Check the pop-up screen, click on Process
Once you click Process, the system will immediately be locked so it can figure out who needs to be paid what. Then a NEW page will pop up with the Owner Payments.
Please Note: If you have any anti-virus software that does page blockers, you will need to unblock this page, so if nothing appears, check your browser bar for the pop-up blocker, (Red Cross) and clear it.
At the top of this screen, you can see some information that you would normally get from the Report. The total amount of the Transactions and the total amount of selected. You can also click on the cheque column to sort it to make sure you know if anyone is set to cheque.
Check the payments as normal, unselect any you don't want to pay.
Print your unprocessed report if required, and make sure you click on ''Collate'' if you are sending out statements or remittances.
Note: This report will take time, as it is collating all the payments, it is not something that can be made quicker as it uses a different process.
When you are ready to pay, click on Process, the following will happen
The system collects the payments selected
A change log entry is created to say the process has started
The TaskLog entry is updated with the Total Payment count
- The online file is cleared
The system triggers the blue progress-notifier box for the User (Note: This updates every 7 seconds so you may not see if moving) Then it will say that the Payment Process is completed
- This box will appear
Emailed Run Report
The final run-report is triggered from the last payment to be processed. This run report contains helpful links for the user as well as some meta-data about the run and will be emailed to the logged in User
If the user generates Remittances, there will be a link in the file directing them to another new page (see below).
If the user generates Statements, the collation would have happened by now and they are directed to the Owner Reports > Owner Statements area to generate these as normal.
When the user clicks the Remittances link they will be taken to this page which displays the transactions that are going to have remittances generated.
If the table is empty for whatever reason, the table will show a message explaining why this could happen. Generally speaking, the main reason is if the user generates something else before generating the remittances from the payment batch. In this case they are directed to re-generate from History.
When clicking ‘Generate Remittances’ the system will take these instructions and send them off and they will happen in the background.
There are three options here for the user to select
Email - Will only Email the remittances to the owners.
Print - Will create a print copy of the remittances for all owners set to ‘Paper’ or ‘Email and Paper’. This will also create an Office Copy which contains every remittance in it - including owners only set to ‘Email’. This is clear in the final report.
Print / Email - Will combine both of the options above.
Statements (This will be for Mid Month as Month End will happen as normal)
If the user selects Statements in the batch options, the Payment screen will look slightly different and ask the user to ‘Collate’ before allowing the user to Process.
This collation is exactly the same as the Month-End collation, but it will only collate up until this point so the statements will reflect only the transactions up-to the payments (but not the payments). This is generally only going to be used at mid-month for anyone who sends statements.