To automatically assign payments (bank statement entries) to invoice items, the system searches for an invoice number in the payment description. If matches are found for the invoice number and amount, the payment is automatically assigned. Additionally, custom rules can be created, such as for assigning bank entries to general ledger accounts. These rules can be reviewed and applied immediately. All active rules are applied during automatic payment assignment.
Procedure in the FM Portal
Path to the starting point: System Control - Property Management - Payment Transactions - Allocation Rule
Click New... in the list's toolbar. An empty form opens.
Select the company to which the assignment rule should apply.
Enter a unique rule code.
Enter the text that defines the payments. If this is part of the payment reference, check the box next to "As Subtext."
If necessary, enter the IBAN that defines the payments.
If you want to automatically assign the payments to a G/L account, select the G/L account and enter a posting text.
Click Save in the toolbar.
The assignment rule has been created and will be applied to future automatic payment assignments.
Example: You regularly receive payments such as the following:
01/01/2017 Berlin Tax Office Property Tax January
02/01/2017 Berlin Tax Office Property Tax February
03/01/2017 Berlin Tax Office Property Tax MarchDefine the allocation rule for this as follows:
Text to search for in the payment reference: Berlin Tax Office Property Tax
As part of the text: yes
G/L account: Select the appropriate G/L account
Posting text: Enter the appropriate posting textClicking Preview displays the found unassigned payments. Clicking Apply Rule Now assigns them immediately.