Banking > Manage External Payments
Use this page to view and manage credit card and lockbox payments from external sources such as Paylease and integrated banks.
Paylease
Transactions are added to this page in real-time when the payment is initially processed by the owner. Pending payments subsequently show on the owner's ledger and on the portal but are not yet included in the association's financial transactions. Once the monies settle to the association's bank account the pending transaction is changed into a posted transaction.
With Paylease you will receive a nightly file of deposits. This file is required before transactions can be applied, as this creates a deposit in the system that will match the actual bank deposit made by Paylease.
Banks
Transactions are added to this page as part of the nightly bank integration. These payments were captured by the bank as part of their lockbox and/or online payment process.
Processing
All external transactions are listed on this page and color coded for troubleshooting.
White - These transactions are associated with a single uManage account and the transactions have not been flagged as a potential duplicate payment.
Yellow - These transactions have been flagged as a potential duplicate payment. Duplicates can occur if the user manually adds the payment into the accounting system instead of using the integration process. These potential duplicate transactions can be cleared from this page by clicking the 'Transaction Mapping' button.
Red - These transactions are an issue in that they are not associated with a single uManage account. As such, these cannot be processed onto the account's ledger until the specific account is identified. uManage provides a 'best guess' as to the account in the Account Mapping column by matching on combinations of name and address. If multiple accounts are listed, select the correct one and click the 'Account Mapping' button to associate the payment transaction with the selected uManage account. Once associated with an account, the payment can be processed unless it is flagged as a potential duplicate. If uManage does not have the best guess and there is no account listed, This will need to be completed manually by searching for the account and selecting it. To do this, first, select the association and click the Search button in the filter. This will display a 'select' box in each payment where there is no best guess. Use this box to search for the account and select the appropriate one when found. Click the 'Account Mapping' button to save the account to the transaction.
NOTE- The red transactions indicate there is a discrepancy between the data at Paylease and the data in uManage. In an ideal world, there would never be a red transaction but this process allows to 'fix' the account association and continue with the payment application process)
Exception Reporting
uManage generates a weekly exception report called 'eUnify External Payment Integration' that lists the external payments that need some sort of processing before the payments can be processed into the accounting system. The Reason column describes the reason the particular transaction is on the report:
Payment not applied - These payments have not been processed into the accounting system for some reason. It could be that the payment integration has not yet run or the payment is flagged as potential duplicate payments (yellow).
Account not found - These payments cannot be reliably associated with a uManage account and need to be manually reviewed and assigned (red).
Association trans type not set up - These payments cannot be processed as the related association has trans types that are not set up with GL accounts. Once the trans types are set up these payments will post during the nightly processing. These trans types are visible that would need to be set up by running the Association GL Setup report with parameters 'Missing GL Codes with Transactions'.
Payments Not Processed report - This report shows all payments that are not processed along with the reason the payment is not processed. This report can be run at any time via the A/R reporting menu. Use this report to make the indicated corrections, if any, so the payments can be applied during the nightly processing.
To Manage External Payments
Step 1. Navigate to Banking > Manage External Payments.
Step 2. Use the Search filters to find Payments that need to be applied.
Rows highlighted in pink are Unapplied Transactions that need to be mapped to an Owner account.
On the far right end of the row of each unapplied transaction are two drop down menus. This is where you will map the transactions.
Step 3. Select the correct Association from the drop down menu labeled All Associations.
Step 4. In the lower box enter the correct account number and it will bring up the rest of the account information.
Step 5. Select Account Mapping from the Page Actions drop down menu.
Step 6. Continue until all unapplied payments have been mapped.