Batch Receipting

Batch receipting in Rex PM lets you process multiple incoming payments at once — saving time when you have a large number of transactions to receipt, such as daily rent payments or multiple deposits.

It works just like receipting funds, but in bulk. Instead of creating individual receipts manually, you can upload and process them all together in one go.

If payers use their unique reference number when making payments, Rex PM will automatically match those transactions to the correct tenancy or contact — reducing the amount of manual work you need to do.

How to Access Batch Receipting

You can find Batch Receipting by going to Financials in the main left-hand menu and selecting Batch Receipting.

Example CSV File & Rules for Upload

To upload a list of payments into Rex PM, create a CSV file in Google Sheets using the following example template as a reference.

You can make your own editable version by opening the example and selecting File → Make a copy from the Google Sheets menu. This will create your own version that you can edit and later export as a CSV file to upload into Rex PM.

What each column means:

Date of Transaction	The date the payment was received. Appears on the bank transaction card.
Amount	The payment amount (required).
Paid By	(Optional) The name of the payer (tenant, landlord, etc.).
Description	A short note or explanation for the transaction.
Reference	The tenancy reference number or payment reference used by the payer.

Rules when uploading:

To ensure your batch uploads correctly:

• Date Format: Must be in yyyy-mm-dd format.

• Mandatory Columns: All columns listed above must be included and in the same order, even if some are blank.

• No Headers: Do not include headers (like “Date” or “Amount”) — the system reads them as data and will fail the upload.

• Required Data:

  • The Amount column must contain data.

  • Other fields can be left blank.

  • If the date is blank, Rex PM will automatically assign today’s date.

• File Type: Save and upload as a .CSV file (comma-separated values).

Processing Transactions

Matching Transactions

Rex PM matches your transactions based on the Tenancy Reference Number which is unique for each Tenancy record.

The tenancy reference number is housed in the Tenant record under the Tenant Overview. 

When there are multiple Matching Transactions you will have the option to bulk process them in the top right corner. 

Unmatching Transactions

If the Tenancy reference number isn't present for the transaction you will need to manually match the funds.

You can easily navigate to all transactions which are not matched by using the Not Matched Tab. 

1. Select Match & Receipt 
2. Enter the Receipt information:
   • Folio to receipt to 
   • Receipt from 
   • Allocate funds to the relevant line items 
3. Select Create Receipt

If you need to remove any transactions that may have already been receipted or are not relevant you can select the drop-down and click Remove or Suspend for those that you're not ready to process.