Whenever funds are to be paid out a trust or client account, a disbursement needs to be processed.  Best practice is to process the disbursement in Re-Leased and then complete the payment of funds from your account.  Running the disbursement produces a file which can be uploaded to your bank to process the transactions.

Preparation for a Disbursement

  • Enter expense invoices for anything you want to pay out or hold funds for.
  • Ensure any new owners or creditors have payment details and contact details loaded.
  • If this is your first disbursement, check that you have set up Owner Statement and Remittance Advice email templates.
  • Reconcile your account (recommended but not compulsory)


Launch the disbursement process by clicking Disburse Funds on the trust accounting screen or selecting Begin Disbursement from the + quicklink menu at the top of the screen or by selecting the Disbursement button at the top of the ledgers list.
The date for the disbursement will appear at the top.  

  • Select a Disbursement Profile, this will determine what kind of payments are made and which reports are produced.  You can view the selected options for each profile in the Settings Menu.
  • Select to include all invoices, or set a cut-off date.  Selecting a date will exclude invoices dated further into the future, and funds will not be withheld from owner ledgers for those invoices.
  • Select an end date for the statement header, this sets the beginning date of the following statement.  It's popular to choose the last day of the month if the end of month payments are processed in the first few days of a new month.
  • Place a tick in the reconciliation area, to confirm the account is reconciled up to date.  If the account is out of balance the user is required to acknowledge this also.
  • Save and Continue


Select Owners

  • The disbursement profile name is shown above the progress tracker.
  • Checking the option to exclude owners with no activity will deselect owners on the list who have had no activity since their last statement **see note below
  • Checking the Waive Owner Statement Fees for this disbursement will prevent any fees normally based on statements being produced from being raised
  • Owners who have this disbursement profile selected on their contact will be listed automatically.
  • Remove any owner from the disbursement by removing the tick beside their name, this can also be done using the search owner area on the right.
  • Add any owner who is not normally part of this disbursement type by searching for them.
  • There is an option to go Back or Cancel this disbursement up until a payment file has been downloaded, select Save and Continue to proceed with the disbursement at each step.



Here are the all the scenarios in which an owner would receive a statement if the option to Exclude owners with no activity is selected:

  • if any creditor is paid (even if paid by the tenant if it was paid via the owners ledger)
  • if any fee is paid
  • if any money is received from a tenant or other - even if not paid to the owner
  • If any money has been applied to an invoice from tenancy funds
  • if any money is disbursed to the owner
  • if any transaction from a prior statement is reversed
  • if any money is transferred from the owner's other ledger
  • if there has been a change of ownership in the system


Disburse Bonds or Security Deposits:

  • Depending on your location this step will be either Disburse Bonds or Disburse Deposits
  • The links on this page all open in a separate tab
  • Exclude any bond from this disbursement by removing the tick on that line
  • The payment method is the default for your Bond or Deposit Authority


Depending on the disbursement profile selected at the start, this step could be excluded.




Disburse Creditors

  • Invoices for all included owners, and the date selected at the start of the disbursement will be shown.
  • When there are insufficient funds to pay an invoice, it will not have a tick beside it, or an amount to pay or payment method.
  • Due date link opens the invoice.
  • Click on the Withhold amount to add, edit or remove a withhold from an owners ledger.
  • Remove the tick to exclude an invoice from this disbursement, depending on your Client or Trust Account Settings this may alter the amount available to pay the owner.
  • The Edit button on each line allows the payment method and amount to pay to be edited.  Changing the amount to pay creates a part payment against the invoice, the balance will be available to pay at another time.
  • Depending on the disbursement profile selected at the start, this step could be excluded.


Disburse Fees

  • All fees raised for the included owners are listed.
  • When there are insufficient funds to pay fees, the entry will not have a tick beside it, or an amount to pay or payment method.
  • Remove the tick beside any owner to skip the fee for this disbursement.  The fee remains payable and will be available on future disbursements.  Depending on your Trust Account or Client Account settings, this could affect the amount available to pay the owner.
  • Clicking on the total fee amount for an owner expands their section to show a breakdown of the fees.  Fees can be excluded as above by removing the tick against individual fees.  
  • Clicking the red icon removes the fee permanently, it will not be available in future disbursements.
  • The Add Fee button allows any 'manual' type fees to be raised at this stage.
  • Depending on the disbursement profile selected at the start, this step could be excluded.


Disburse Owners

  • All included owners will be listed.
  • If an owner has no funds available the amount to pay will show as 0.
  • Click the withhold amount link to add, edit or remove any withheld amounts.



Summary

Preview the summary

Download Bank File

  • The file format is set against the Trust Account or Client Account preferences in the settings menu.
  • Edit buttons allow the referencing to be adjusted.
  • Click Download Bank File to reveal the continue option.  
  • Once the file is downloaded the disbursement cannot be cancelled and must be completed.
  • Magnifying glasses on each payment expands to show the details of the amounts included.

Cheque List

  • If cheque has been selected as a payment method for any included Owners or Creditor payments there will also be a cheque list.


Report Generator

  • Only reports selected in the disbursement profile settings are generated.
  • Audit reports are produced when a Close of Period is performed, they may not need to be included in disbursement reports.  If unsure ask your accountant or auditor for advice.
  • Option to preview or download individual reports.
  • Option to download all reports, the reports are also available to download later in the Disbursement History area.

Send Statements

If Owner Statements were selected as part of the reports for this disbursement profile, all included owners will appear on the list with their preferred delivery method selected.

All creditors included in this disbursement will be listed.  Creditor remittance can only be done using email. Select Email templates to be used. Preview the attachments for any owners email, attachments are not printed.  Remove the tick on any line to exclude attachments from the email.

Select Download Owner Statements to print any which are marked for Post in the list.  Downloading all regardless of the delivery method can be done in the previous step.

Click Send and Continue to email any owner statements which are marked for Email in the list and all remittance advice where Send is ticked on.



Disbursement Complete

The disbursement is now complete, select Continue to return to the trust account home screen.