What you need before you start
This article is a checklist for property managers, building staff and board members preparing to use the bulk fees, leases and bank debit upload described in the overview . Work through each item...
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This article is a checklist for property managers, building staff and board members preparing to use the bulk fees, leases and bank debit upload described in the overview. Work through each item before you open the wizard, so you are not interrupted partway through.
The checklist
- Accounting must be switched on for the property, on a Kore or Premium plan. If it is not, the whole upload feature is unavailable, whichever card you use. Ask whoever manages your URBI subscription to switch accounting on and confirm the property's plan.
- At least one unit needs people on it already. The upload matches each row in your file to a unit and to a person living or paying there. If no unit has anyone attached yet, add residents first.
- You need at least one of these permissions: post journal entries, manage leases, or manage payments. Any one of the three is enough to use the fees and leases card. If you are not sure which permissions you hold, ask a property administrator to check or add one for you.
- For bank debit agreements specifically, you need the payments permission, and three things must be
true about the property:
- The property is set up in Canada. Bank debit collection through URBI is Canada only.
- A bank account is connected for collections, under Bank and payments.
- The bank debit agreement wording has been published for this property. All three, plus the payments permission, are needed before the bank debit card becomes usable, even if the fees and leases card already works.
- Have your spreadsheets ready before you start. On the first step you choose what you are uploading: fees only, bank details only, or both. You need the fee and lease file for fees only or both, and the bank details file for bank details only or both. Bank details only is for units whose fees already run. See Preparing your fee and lease file and Preparing your bank debit file for exactly what each column means and how to fill it in.
- Set aside enough time, but know you do not have to finish in one sitting. The wizard saves your progress as you go. You can close the drawer partway through resolving units or payers and come back later from the same Bulk Actions tab, and even a running commit keeps going in the background if you close the drawer while it works.
Why the two cards can be ready at different times
The fees and leases card and the bank debit agreements card check different things, on purpose. A property can have accounting switched on and staff with the right permission to create leases, while still not being ready to collect bank debits, because Canada eligibility, a connected bank account, and published agreement wording are separate, additional requirements. It is normal, and not a fault, for one card to be ready while the other is still greyed out. You can always upload fees and leases on their own, and add bank debit agreements in a later batch once the property is ready. A fee file is not always required: you can also upload bank details only, for units whose fees already run.
What each greyed-out reason means, and who fixes it
Both cards show a small line of text under the button when it is greyed out, explaining why. Here is what each one means in plain terms.
"Add residents to at least one unit first"
What it means. The upload needs at least one unit with a person already attached to it, so it has someone to match your file against.
Who fixes it. Whoever manages residents for this property. Add at least one person to a unit, then return to Bulk Actions.
"Turn on accounting for this property first"
What it means. This property does not have accounting switched on, or is not on a Kore or Premium plan, so no fee, lease or charge can be created for it yet.
Who fixes it. Whoever manages your URBI subscription. They need to switch accounting on for this property and confirm it is on a Kore or Premium plan.
"Ask a property administrator"
What it means. You are signed in and can see this property, but you do not hold any of the permissions this card needs. On the fees and leases card this means none of post journal entries, manage leases or manage payments. On the bank debit agreements card it means specifically the payments permission.
Who fixes it. A property administrator, who can grant you the missing permission.
"Set up bank debit collections first in Bank and payments"
What it means. The property itself is not yet ready to collect money by bank debit. At least one of three things is missing: the property is not set up in Canada, no bank account is connected for collections, or the bank debit agreement wording has not been published yet.
Who fixes it. Whoever manages Bank and payments for this property. They need to finish that set up, then this card unlocks on its own, without anyone needing to press anything on this screen.
"Could not check eligibility for this property" and "Could not check bank debit readiness for this
property" (each with a Retry button)
What it means. The system tried to check whether the card should be available, and the check itself failed to complete. This is not a "no", it is an "unknown", usually caused by a brief connection problem.
Who fixes it. You. Press Retry. If it keeps failing after a few tries, contact your URBI administrator.
Bank debit agreements
Collect bank details for pre-authorized debit alongside the same batch.
Upload bank debit details
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Set up bank debit collections first in Bank and payments
A greyed-out card with its padlock reason underneath the button.