If housing benefit payment in relation to a managed tenancy is made from the local authority or benefit agency directly to the property managing agent or agency, this is usually in the form of an automated payment to the agency's bank account. This payment may comprise amounts belonging to various tenancies, so it will be accompanied by a schedule, received by post on or around the date of the payment. This schedule outlines the breakdown of the payment received, specifying the various amounts to be allocated to the benefit-related tenancies managed by that agency. Allocations cannot be done until this has been received.
If the benefit payment is made to the tenant directly and the tenant then pays the rent, then this should just be treated as if all the money is due from the tenant, as this is effectively what is happening as far as ShowHouse is concerned.
Record the bulk benefit payment
The overall payment is recorded in ShowHouse via Accounting > Housing Benefits > Record Benefit.
Complete the payment details (see full details of the fields below) and click Save.
The benefit payment will now show in the benefit transactions list (Accounting > Housing Benefits) showing the unallocated value, colour-coded to highlight the amount already allocated to tenancies. Red entries indicate that no allocations have been made yet, while orange entries show that the benefit payment has been partially allocated. Green entries have been fully allocated. Click to view any transaction to make allocations to tenancies or view existing allocations.
By default the filter on this list will show only transactions which have not yet been fully allocated. You may change this filter to show fully allocated or all benefit transactions.
How to delete a benefit transaction.
Benefit transaction details
You must supply values for the following fields in the Transaction Details section:
Receipt Date: The date on which the payment is received into the agency's bank account.
Receipt Value: The total amount received into the agency's bank account.
Local Authority: The local authority or housing benefit agency making the payment. If the authority is not listed, you can add it by selecting the Add New... option and providing the authority's name in the pop-up dialog box. Alternatively you can add full local authority details via Account Settings > Common Config > Local Authorities.
Bank Account: The agency bank account into which the payment is received.
Payment Medium: The method by which payment is received. This defaults to BACS as this will almost always be received by electronic bank transfer.
The other fields in this form are optional, but it is recommended to complete as much information as possible.
Reference: Note the reference from the payment schedule. This is a unique reference so recording this will help prevent recording the same benefit payment twice by mistake.
Period Start Date / End Date: These dates are available from the payment schedule. If they are specified (recommended) they will appear on statements to indicate which rental periods benefit receipts relate to.
Description: Optional general notes field.
The next step is to allocate housing benefit payments to individual tenancies to pay outstanding rent.