How do I pay a Landlord?

Zenya Allen
Zenya Allen
  • Updated

The steps below show you how to create a Landlord Payment. These can be managed in the following ways:

  • Include invoices up to a chosen date
  • Retain money from a Landlord Payment
  • Overseas Landlords retain tax to pay HMRC
  • Part pay a Contractor invoice
  • Attach a Contractors invoice
  • Request payment for money when the Landlord Payment is a negative amount
  • Exclude items from payment
  • Add a message to the Landlord statement
  • Produce a separate fee invoice
  • Set a reminder, sticky note to appear for any payment note
  • Set a message to appear if any works orders are outstanding

Once rent has been received, money will show on the Landlord Payment and on their Account, less any Contractor expenses and fees due.

A list of Landlords who have monies available to be paid can be produced from the Organiser. 
For more information on How can I see a list of Landlords to pay, click here

If you prefer to produce a Landlord Payment for multiple Landlords at one time, you can do so.
For more information on Can I pay multiple Landlords at the same time, click here

This article includes: 

Landlord Payment

If you are using AutoBanking, ensure the bank information is entered on Landlord Information.
For more information on Setting up and making payments by AutoBanking, click here

  1. Double click Landlords from the side menu
  2. Search for the relevant Landlord using Search Text by Name, Code or Status
    1. Alternatively, find the Landlord using Additional Options from the dropdown menu
    2. If searching for an archived record in Only Search Listable Records, select No
    3. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Click on the Landlord
  4. Click Payment
    • If you have any Payment Notes set up, these will appear as a sticky note on screen
      For more information on How do I edit headers and set reminders of a notes box, click here
    • If you have selected to be notified of any outstanding works orders, a message will appear listing all the outstanding works orders for this Landlord
      For more information on this default setting, see Outstanding Works orders below
  5. Pay Landlord will display
    1. Date - The date which the item was entered
    2. Reference - The unique reference of when the item was entered
    3. Item - As selected in the item category for that entry, these will appear as separate items on the Landlord Payment. Click Preview at anytime to view
    4. Description - As typed in the item entry
    5. Debit - A negative amount being deducted from the total payment to the landlord i.e.
      1. Contractor expenses
        For more information on How do I add a Contractor expense, click here
      2. Fees - The invoice for a fee appears as a summary at the bottom of a Landlord Payment statement
      3. If you have missed adding any additional fees, please click here to see How do I charge an additional fee to a landlord
    6. VAT - Amount of VAT as calculated on the Debit amount entered
    7. Credit - Income amount due to the Landlord i.e. rent
    8. VAT - Amount of vat as calculated on the income amount entered
    9. Inc -
    10. Relating to - The Information record from which the entry was entered
    11. Pay Date - Leave as the current day
    12. Transactions Up to - If you have transactions due in advance or a payment with clearance days not yet reached, the income can be included by moving this date forward
    13. Invoices Up To - If you have any post-dated invoices which you want to include, forward the date
    14. Payment Type - The selected Payment Type on the Landlord Information will be displayed
    15. Property - If your Landlord prefers to receive an individual statement per Property, select the property from the dropdown menu, then click UpdateRepeat this for each Property in the dropdown menu
    16. Print/Email Linked Invoices - Tick to send Contractor invoices to your Landlord
      For more information on how to Scan and attach contractor invoices, click here
    17. Split Fee - If there is insufficient money to pay the fee in full but there is enough to pay some of the fee, this option will be available to tick. The system will automatically split the fee to the amount which can be paid
      For more information on How can I deduct a partial fee from a Landlord, click here
    18. Split Expense - If there is insufficient money to pay an expense in full but there is enough to pay some of the expense, this option will be available to tick. The system will automatically split the Expense to the amount which can be paid
      For more information on How do I part pay an expense to a Contractor, click here
    19. Request Payment for Outstanding Items - If the Landlord Payment is in negative, you can opt to request payment from your Landlord
      For more information on How can I request payment for outstanding items on a Landlord Payment, click here
    20. Use Uncleared - If money was receipted by a method of payment that has clearance days, you can tick to include those items without updating the Print Pay In Slip
      For more information on how to update a pay in slip for your Bank Reconciliation, click here
    21. Statement Message - Type in the blank space for it to appear on your Landlords statement. In User Defaults, you can set a default statement message to appear across all your Landlord statements 
    22. Total Due - Calculation of the items ticked
    23. NRL Tax - If the Landlord has NRL Tax deducted, the amount will be calculated, see Overseas Landlords below
      For more information on How do I show that a Landlord lives overseas, click here
    24. Balance Carried Forward - You can edit this amount if you want to retain money i.e. for a pending Contractor invoice. This will appear on the Landlord Payment or if you hold monies as a float or have previously retained money on a Landlord statement, the balance will be displayed
      For more information on How can I add a float or retain all on a Landlords account, click here
    25. Total Payable - A total of the amount payable to your Landlord 
    26. Click Preview to ensure everything is correct
    27. Send Options - The Delivery Type will be selected. Untick any options if required
      For more information on How can I view GDPR consent preferences, click here
    28. Click Update to create the statement 
    29. Click Yes to confirm
    30. Click Close

If you chose the payment method of AutoBanking, you will now need to create a payment file to upload to your bank.
For more information on Setting up and making payments by AutoBanking, click here

If any other payment method was selected, you will need to make payment through your online banking to your Landlord.

If a balance was paid to your Landlord, the entry will appear on your Bank Reconciliation.
For more information on Bank Reconciliation, click here

If you have charged any agency fees to the Landlord, these will appear in summary on the last page of the Landlord Payment statement.

If you prefer a separate page detailing the agency fees, you can produce a separate fee invoice for Landlords.
For more information on Can I produce a separate fee invoice for Landlords,
click here

Reverse a Landlord Payment

If a statement has been updated in error, CFP has a facility to reverse the last statement that was produced, provided that the AutoBanking report has not been updated and the Landlord is NOT overseas.
For more information on How do I reverse a Landlord Payment, click here

Overseas Landlords

Tax is calculated at the basic rate as set on the Landlord information. If there has been a one off tax retention set up, this will be added or deducted to the tax calculated.
For more information on How do I show a Landlord lives overseas, click here

Where a Contractors bill has been posted against the Landlord, but the Contractor has not yet been paid, the expense will show in red on the Landlord Payment.

The Contractor expenses will be carried forward on the next statement as a credit against tax, and are only allowable expenses once paid.

The second page of the statement will show how the overseas tax has been calculated.

If you need to allow the expense on the current Landlord Payment, you must force the payment to the Contractor and update it before the Landlord is paid.
For more information on How do I pay a Contractor, click here

Outstanding Works orders

If you would like a message to appear notifying you of any outstanding works orders when making a payment to your Landlord, there is a tick box in User Defaults to activate this setting.

 Note

You will need access to User Defaults, to edit your default settings. These can be accessed by those who have the correct permissions.

  1. Click Defaults on the main toolbar
  2. Click User Defaults from the dropdown menu
  3. Click Preferences
  4. In Landlord Statements at the top of the right column, tick Display Works Orders on Payment
  5. Click Close
  6. Click Close

Exclude items from Landlord Payment

If you have chosen to untick any items to exclude them from a Landlord Payment, the Landlord Payment statement will identify which items are being carried forward.

  1. Untick Items in the Inc column
  2. Click Preview
  3. On the last page of the Landlord Payment statement, you will see the excluded items. These will appear again the next time you make a Landlord Payment

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Default statement message and remark

If you would like a default statement message to appear on all your Landlord Payment statements, you will need access to User Defaults, to edit your default settings. These can be accessed by those who have the correct permissions.

  1. Click Defaults on the main toolbar
  2. Click User Defaults on the dropdown menu
  3. Click Preferences
  4. Click the Stationery tab
  5. Click the Landlord Statement tab
    1. Landlords Statement Message - Type your message
    2. Landlord Statement Remark - Edit 1, 2 or 3. They can not be blank, use a full stop in place of text if required
    3. Click Close
  6. Click Close