BANKLINK · 2017-04-10 · Selecting Banklink Reference Numbers The Banklink Reference numbers that you choose for each tenant need to be completely unique, and unlikely to appear

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BANKLINK

The Banklink Wizard enables you to export transaction files for importing into your internet banking

software, or to import transaction files received from your bank.

To utilise the Direct Debit method you must hold a Direct Debit authority over your Tenants’ bank

account.

Alternatively, if your tenants pay directly into your Trust account via deposit books or tenant cards,

you may directly download and import the information from the bank into Gateway.

For both methods, receipts will be automatically generated and ledger cards updated.

Gateway also provides the option to include tenant invoices in the Banklink process.

BANKLINK FILE TYPES

Gateway supports many file formats.

The following is a list of currently supported Banklink file formats which may be imported into the

Banklink Wizard, organised by file extension

*.BAI2 Commonwealth Bank of Australia BAI2

*.BRF National Australia Bank BPay

*.BRS Westpac Deskbank

*.CBA Commonwealth Bank of Australia Cash Management

*.CSV ANZ CSV Files

Bendigo Bank Extended CSV

*.DAT Commonwealth Bank of Australia BPay

St George BPay

*.ERP Westpac RECall

*.PAY DEFT Payment

Cosmos Card

National Australia Bank Rentcard

*.SOD Westpac Deskbank

*.TXN DEFT Transaction

*.TXT Banking Text

*.QIF Quicken Interchange Format


Additional Compatible Pay Systems

ANZ BPAY files

BankWest BPAY files

Corum Card

National Bank of New Zealand DirectLink Files

StrataPay Files

QIF

One of the most popular formats is the Quicken Interchange Format, or QIF. Each bank has their own

method of creating the file, but most have a section on your statement where you may choose to

export a QIF file to a location of your choice.

Below are some transactions as they might appear on a bank statement:

Date Transaction Debit Credit Balance

8/12/2011 Rent Frank Smith $250 $250

8/12/2011 J Smith RENT 10664 $300 $550

8/12/2011 10653 N Anderson $200 $750

You can open QIF files with any word processor programme such as Notepad.

This is how the transactions will look when converted to a QIF file.

!Type:Bank

D8/12/11

T250.00

NDIRCRE

PD/C FROM Franklin Smith

MRent Frank Smith

^

D8/12/11

T300.00

NDIRCRE

PD/C FROM James Smith


MPart=J Smith Code=RENT Ref=10664

^

D8/12/11

T200.00

NDIRCRE

PD/C FROM Nigel Anderson

M10653 N Anderson

^

Where:

D is the date of the Transaction

T is the Transaction amount

N is the Cheque or Receipt reference number

P is the payee of the Cheque or recipient of the Receipt

M is the memo details of the Transaction. This line may include Ref= for a reference, Part=

for particulars and Code= for a code, depending on the bank that created the file.

HOW DOES BANKLINK DIRECT CREDIT WORK?

The Banklink Wizard compares tenants in your database with transactions in the bank file.

In order for a tenant to have the correct funds receipted against them they need to have a Tenant

Banklink Reference Code entered on their file and they must use this Reference on the transaction

which will appear in the QIF file.

Gateway looks at the details of the transaction in the QIF file and then checks every Tenant Banklink

Reference Code to see if that code is contained anywhere within the transaction.

If there are no codes that are contained within the transaction then it will not match.

If there is one and only one code that is contained within the transaction then Gateway will

create a match.

If there are two or more tenant codes that are contained within the transaction then it will

not match.


Selecting Banklink Reference Numbers

The Banklink Reference numbers that you choose for each tenant need to be completely unique, and

unlikely to appear in any other transaction. The reference may contain numbers, letters or spaces.

The longer the reference, the less likely it is that it will match or be contained in another transaction.

Examples of strong reference numbers:

1827354 This reference would not be duplicated in any other file

SMITH0001 Although Smith is a common name, the numbers will prevent a clash

A3H8G5F65J Mixed letters and numbers will not be accidentally duplicated

Examples of weak reference numbers:

11 This could appear in a file as a street address number

Smith Smith is a common name and is likely to occur again at some point

Rent Rent might be the only info in the transaction line, but it is not enough

243 This number could easily be contained within another file

SETTING UP YOUR OFFICE FOR BANKLINK

Ensure that all new tenants are issued with either a unique Banklink reference code or complete a

Direct Debit authority.

Send an email or letter to your tenants with their new Banklink code asking them to implement it in

their future payments. You can determine how you want to set up your reference codes and enter

them into Gateway in the tenant file first, and then use the Banklink reference merge field in an

email or letter to make it even easier. Over the following weeks as those codes are added to

payments you will be able to tick more and more matching black transactions in the Banklink Wizard.

While the Banklink wizard will greatly reduce the time spent on receipting in your office each

morning it is likely that there will always be some tenants who do not enter their reference number

or include sufficient details in their payment for Banklink to create a match. These rent amounts will

still need to be receipted manually.

SETTING UP TO INCLUDE INVOICES

Gateway provides the option to also include tenant invoices in both Direct Credit and Direct Debit

Banklink processes.

1. Select Tools, Options.

2. Select the EFT tab.


3. Place a tick in Include Tenant Invoices in Banklink Wizard.

4. Click OK.

SETTING UP TENANT FILES

A Tenant may choose to pay rent directly into your trust account (Direct Credit), or they may prefer

you to take the amount directly from their bank account (Direct Debit). Banklink allows you to store

the Tenant's bank details or a deposit reference number for processing these transactions. The

Banklink Wizard will allow you to create transaction files to send to or receive from your bank.

1. Select Banklink from the Tools menu of the Tenant file - the Banklink dialog box displays. 2. Select the Method you require, either Direct Debit or Direct Credit. 3. For the Direct Credit method, you only need to enter the direct credit Reference number.


4. For the Direct Debit method select Type, either an Amount or a Percentage. 5. Enter the value of the Amount or Percentage (percentage relates to a percentage of the

Tenant's rent. In a tenancy with multiple contacts the tenants may elect to have a percentage withdrawn from each bank account).

6. A series may be added to group tenant transactions together, however, it is not required for rent to be included in the process, as the Banklink Wizard will base this on rent due.

7. Enter the Bank Account name. 8. Enter the BSB number and Bank Account number. 9. Click OK to save the details.

DISPLAYING TENANT BANKLINK DETAILS

You may create a custom view in Contacts to display Tenant Banklink Details. (For more information

on custom views see the Customising and Defining Views manual).

1. Open the Contacts View on the Gateway Bar.

2. Select More Views.

3. Select New.

4. Give your new view a name, for example ‘Tenant Banklink Details’.


5. Select the Filter button and then tick the "Only contacts linked to" box, change the file type

to Tenants and press OK.

6. Select the More Choices tab and tick "Only items that are" and select active.


7. Select the Fields button and in the bottom left, change the available fields type to Banklink

Fields. All Banklink fields will now be listed in the Available fields section.

8. Highlight and Add the required fields.

9. Select OK.

10. Select Set Current to display your new view.



IMPORTING A DIRECT CREDIT FILE

If your tenants pay direct to your trust bank account, use a card system or a deposit book, your bank

may provide a transaction file that can be imported directly in to Gateway.

1. Select Banklink Wizard from the Transactions menu.

2. Click Next to select a method.

3. Select Import bank transaction file.

4. Click Next to select the import file.

5. Click Browse to browse for the appropriate file and click Open - the file and path for the

selected file will display in File name.

6. Click Next to select the records to process.

7. All the records stored in the selected file display in the wizard.


8. Select the records you require to import. Items in black have been successfully identified.

Items in red have not been identified and will not process.

9. Double clicking on an item will provide details about the transaction.

10. Gateway will automatically apply monies in the following order:

1. Rental arrears

2. Rent for current period

3. Oldest unpaid invoice

4. Next unpaid invoice

11. If an invoice is urgent you may manually adjust the rent and invoice figures for a tenant

before processing the file.

12. Click Next to set print options, part payment options and the opportunity to Preview the

Banklink report.

13. Select the print options you require and check the Receipt range is correct.


14. Click Next to view the summary.

15. A summary of the Banklink Wizard instructions will display prior to completing the wizard.

16. Click Finish to complete the wizard.

17. The wizard will indicate when the process has successfully completed. The Banklink report

will preview to screen.


18. Print the report and select Close.

19. Click Close to exit the Banklink Wizard.

20. Any unsuccessful transactions will need to be identified and processed manually or using the

Re-processing failed transactions option in the Banklink wizard.

RE-PROCESSING FAILED TRANSACTIONS



3. Select Re-process failed transactions. Click Next.

4. Only failed transactions will be available to process. Select All.

5. Click Next to set print options, part payment options and the opportunity to Preview the

Banklink report.


7. A summary of the Banklink Wizard instructions will display.

8. Click Finish to process the file.


EXPORTING A DIRECT DEBIT FILE

If you hold a direct debit authority over your tenants’ accounts, Gateway will create a file for you to

import into your internet banking detailing rents and invoices due. Your bank will use this

information to debit your tenants’ accounts.

When the file is created, Gateway will process receipts as if the funds have been received. To

remain in balance Gateway will create an Adjustment in the Reconciliation for the value of the direct

debit file.

If direct debit payments are dishonoured, the receipt transaction will need to be reversed for that

tenant.



3. Select Export new transaction file.

4. Click Next.

5. Select the Transaction Date.

Note Filtering by series is optional as Gateway will process based on Transaction Due Date.


6. Click Next.

7. Gateway will display all tenants with transactions due on the date selected.

Items will appear in red if the amount to be deducted does not match the regular rent

amount.

8. Click Select All.

9. The Rent Debit and Invoice Debit amounts may be edited before processing if required.


10. Selecting a file and clicking on the Balances button will display balance information for that

tenant.

11. Click Next.

12. The next screen will display tenants with rent or invoices in arrears. These may also be

included in the Direct Debit export file. Select individually or choose Select All.


13. The Rent Debit and Invoice Debit amounts may be edited before processing if required.

14. Selecting a file and clicking on the Balances button will display balance information for that

tenant.

15. Click Next.

16. Confirm the path for the EFT file.

17. Select Next.

18. Select the print options you require and check the Receipt range is correct.



20. A summary of the Banklink Wizard instructions will display prior to completing the wizard.

21. Click Finish to complete the wizard.

22. The wizard will indicate when the process has successfully completed. The Banklink report

will preview to screen.


23. Print the report and select Close.

24. Click Close to exit the Banklink Wizard.

The export file is now available to send to your bank at the file location selected in Step 16.

The Direct Debit amount will be applied in the following order:

1. Rental arrears

2. Rent for current period

3. Oldest unpaid invoice

4. Next unpaid invoice


INCLUDING TENANT INVOICES

The option to include an invoice in the next Direct Credit or Direct Debit Banklink process may be

indicated when the invoice is raised.

If Include Tenant Invoices in Banklink Wizard has been selected in Tools, Options, EFT, the Receipt

Invoice in Tenants next Banklink receipts is ticked on by default.

Remove the tick if the invoice is not to be paid using this method.

If the tickbox does not appear on tenant invoices the default has not been setup in Tools, Options,

EFT.

Documents

BANKLINK · 2017-04-10 · Selecting Banklink Reference Numbers The Banklink Reference numbers that you choose for each tenant need to be completely unique, and unlikely to appear