Automatic references use
This feature should only be used for recurring credits (ie rental payments). Due to the system's matching function, automatic references should not be added for debits.
Automatic references require that a portion of the payment reference be unique and remain consistent each month. For example, if a tenant pays rent using the property address and the month, the unique portion would be the address:
Automatic references for rent align with the Rent Due Dates on the tenant ledger. For a rent to assign automatically, it must be for the expected amount and within five days of the rent date.
If there is an automatic reference in place but the amount paid or date does not align with the Rent Due Dates, the bank line will not be assigned. Instead, the 'Description' field will populate with an explanation as to why it has not automatically assigned. This prevents overpayments from being assigned in error.
Adding new automatic references
To create an automatic reference for a bank line:
Navigate to Financials > Unassigned lines.
Locate a transaction that needs an automatic reference set up.
Within the Reference column, highlight and copy the unique portion of the reference used.
From the top right corner, click on + Automatic reference.
Within the Unique portion field, paste the copied reference into the pop-up.
Select the relevant Category for this reference (where the transaction should be assigned to, for example, a property).
Select the relevant Subcategory for this reference (what the transaction relates to, for example, Rent in).
If required, enter a Description.
Click Submit.
Viewing automatic references
To view existing automatic references:
Navigate to Bank > Add auto reference.
Use the search bar to locate the property, amount or reference you wish to review.
These can be deleted by clicking the red 'X' on the right-hand side of the page.