Agent Payment Run – Management and Sundry Fees

Purpose

This process is used to pay management fees and sundry fees to the agency.

If an Agent Payment is processed before Month End, please note:

• Management fees are calculated up to the payment run date.

• Any receipts entered after this date, where management fees are calculated as a percentage of receipts, will result in additional management fees becoming payable for the month.

Steps

1. Navigate to Create Payments

   • Trust Accountant: Accounts Payable > Create Payments

   • Property Manager: Payments > Create Payments

2. Select Payment Type

   • Choose Agent Payment.

3. Payment Run Date

   • Leave as today’s date for an ad hoc agent payment, or

   • Select the last day of the month if processing as part of Month End and all receipts have been entered.

4. Select Bank Account

   • Choose the relevant bank account
     (Only one bank account can be selected per payment run.)

5. Apply Optional Filters (if required)

   • Property Manager

   • Supplier/Owner

   • Property Group

   • Payment Run Group

6. Select Properties

   • Select the properties to be included.

   • Click Update Properties.

7. Review Agent Fees for Each Property
   Review the following fees configured against the property:

   • Management Fees

     • Automatically calculated and selected as Pay by default.

   • Scheduled / Recurring Sundry Fees

     • Select Pay to include these fees.

   • One-off Sundry Fees

     • Select Pay to include these fees.

8. Insufficient Funds Handling

   • If there are insufficient funds to pay a fee:

     • Deselect Pay

     • Select Reserve

   • This will generate an agent tax invoice in the background, which can be paid later when sufficient funds are available.

9. Process Payment

   • Click Process in the bottom-right corner.

   • The next property will display automatically.

   • Repeat steps 7–9 for each property in the Agent Payment run.

Approval and Next Steps

• If submitted by a Property Manager:

  • The payment run is sent to a Trust Accountant for approval.

  • Refer to Approve Payments.

• If submitted by a Trust Accountant:
  Proceed with the following:

  • Generate EFT or BPAY batch payment file

  • View cheques (if applicable)

  • View and email remittance advice