CMC The Courtyard

Admin Portal

Maintenance

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Open

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High Priority

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Unassigned

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Assigned

Smoke

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Days since last check

Water

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Days to next reading

Flagged for review

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Q&A

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SIP Briefing

🏠 Resident Map

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📋 AGM Submissions

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Agenda items submitted

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📰 Noticeboard

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Live notices

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Resident Map

Update owner and tenant names. Address is fixed. Leave Tenant blank for owner-occupied.

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Resident Directory

Add, edit and remove residents. Changes save automatically to the Residents sheet.

Actions	Address	First Name	Last Name	Mobile	Email
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Edit Resident

Contact Tools

Email residents, copy numbers, export the directory, check missing data, and more.

AGM Agenda

Edit the AGM agenda details, items and voting items. Changes save back to the AGMAgenda sheet.

AGM Reminder Emails

Automatic reminders are sent 7 days and 2 days before the AGM date. Tick to suppress both.

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Agenda Submissions

Automatically locks 2 days before the AGM. Unlock manually for the next meeting.

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AGM Submissions

View and manage agenda items submitted by residents. Delete individual items or clear all submissions.

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AGM Minutes (Preview)

Preview the live AGM minutes exactly as residents will see them. The Live Minutes Visible switch is ignored here — admin only.

Live Minutes Visible

Controls whether residents can see the minutes button on the portal

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📋 Issue Log -

From: To:

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The Courtyard Noticeboard

Add, edit or remove messages shown on the main portal page. Changes save directly to the sheet.

Broadcast Email

Compose and send a one-off email to selected residents.

Recipients

BCC

All selected residents will appear in the BCC field — they cannot see each other's addresses.

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Template:

Subject / Title

Message

Dear Resident,

Kind regards

CMC The Courtyard

0 words · 0 characters

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Broadcast Send History

A record of all broadcast emails sent — both immediate and scheduled. Loaded from the BroadcastHistory sheet, newest first.

⏳ Pending Scheduled Emails

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For a full list of email types, triggers, recipients and body text, see Email Reference in the Email section.

CMC Useful Information

Add, edit or remove items shown in the Useful Information section on the main portal page. Changes save directly to the sheet (columns G & H of cmcsettings).

Change Admin Password

Update the password used to access this admin portal.

Current Password

New Password

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Change Site Password

Update the password residents use to access CMC The Courtyard portal.

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Change SIP Password

Update the password used to access the Seller's Information Pack (SIP) by solicitors.

Current SIP Password

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❓ SIP Q & A -

Format: **bold**, _italic_, ++underline++ | Merge: [merge_sinking_fund], [merge_cash_total], [merge_current_management_charge]

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📄 SIP Briefing -

Format: **bold**, _italic_, ++underline++ | Merge: [merge_sinking_fund], [merge_cash_total], [merge_sip_password], [merge_current_management_charge]

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✉ Email Reference

A complete reference of every email type the portal can send — triggers, recipients, mode, and body text. This is read-only; changes to email content require a code update in code.gs.

Type	Trigger	Recipients	Mode
Manual
Immediate	Admin sends a broadcast manually via the portal	Selected residents	TO / BCC / CC
Maintenance Assigned	Admin presses the 📧 button on a maintenance issue and clicks Send Recipients are picked from the Residents sheet using the Assigned To field. Subject and body are fully editable before sending. Email design matches all other maintenance emails — header: Resident Task Assignment. The modal also has a 📋 Copy button (formatted message to clipboard, paste into any chat app), and on mobile a 💬 Open in WhatsApp button that opens WhatsApp with the message pre-filled. Logged to Broadcast History as `Maintenance Assigned`.	Assigned residents (up to 2)	TO
Scheduled	Admin schedules a broadcast for a future date/time	Selected residents	TO / BCC / CC
Water Readings to Liscombe Park	Admin sends the quarterly water meter readings to Liscombe Park via the Water Meter Readings panel Intro and closing text are editable before sending. Includes a formatted table of property-level readings, water volumes, totals and the administration charge. Subject defaults to "CMC The Courtyard — Water Meter Readings — YYYY QN".	Liscombe Park (To/Cc/Bcc from cmcwater sheet defaults, overridable per send)	TO / CC / BCC
SIP Contact	Visitor uses the Contact form in the Seller’s Information Portal header Visitor enters their name and email, a recipient (often the seller’s solicitor), optionally CCs CMC directors, plus a subject and message. The portal forwards the message; the Reply-To header is set to the visitor’s email so recipients reply directly to them. Logged to Broadcast History as `SIP Contact` with the sender’s name and email in the Sent By column.	Address entered by visitor; optionally CC cmcdirectors@hotmail.com	TO / CC
Automatic — triggered by Apps Script
Type	Trigger	Recipients	Mode
AGM Agenda	Resident submits an AGM agenda item Sends 3 separate emails: confirmation to submitting address, notification to directors, and a BCC notification to all other residents.	Submitting address, directors & all other residents	Mixed
Maintenance In Progress	Admin changes a maintenance issue status to In Progress	All residents at submitting address	TO
Maintenance Resolved	Admin marks a maintenance issue as Resolved	All residents at submitting address	TO
Farmhouse Rent Invoice - January	1 January each year — sends January rent invoices to farmhouse properties not yet paid for the current year	Residents at each farmhouse property + director summary	TO
Farmhouse Rent Invoice - July	20 June each year — sends July rent invoices to farmhouse properties not yet paid; includes any outstanding January instalment	Residents at each farmhouse property + director summary	TO
Maintenance Submitted	Resident submits a new maintenance issue	All residents at submitting address + directors	TO
Maintenance Update Added	Resident or director adds an update to an existing maintenance issue via the resident portal Quick-pick phrases (e.g. "Please assign this issue to me", "Thank you — now resolved") are bold-highlighted in the email body. Director updaters appear tagged as "Name (House) · Director".	Directors (To), updater + assignees (Cc)	TO / CC
Noticeboard Notify	Admin clicks Notify Residents on a noticeboard item	All residents	BCC
AGM Reminder	Automatic reminder sent 30 days, 7 days and 2 days before the AGM date Triggered by daily Apps Script timer. Can be suppressed via the AGM Agenda panel.	All residents	BCC
AGM Date Reminder	Automatic safety-net reminder — sent 65 days before the conventional 2nd Sunday of December AGM, only if the AGM date in `AGMAgenda!B4` is empty or in the past Single ping per year — never nags. If the date is already set, no email is sent.	Directors only	TO
Farmhouse Smoke Check — Reminder	Sent on day 30 and day 40 since last Farmhouse smoke alarm check (initial reminder + follow-up) Triggered by daily Apps Script timer → `checkFarmhouseSmokeCheckReminder()`.	Eligible checkers (non-tenanted 10–14 The Courtyard) + directors	BCC
Farmhouse Smoke Check — Completed	A smoke alarm check is saved via the Farmhouse page	Eligible checkers (non-tenanted 10–14 The Courtyard) + directors	BCC
Farmhouse Smoke Check — Fault	A Fail result is recorded on a smoke alarm check	Directors only	TO
Water Reading Reminder	1 January, 1 April, 1 July and 1 October at 8am — reminds directors to take this quarter's water meter readings Triggered by daily Apps Script timer (acts only on quarter-start days) → `quarterlyWaterReminderTrigger()`. Includes a "Water Readings Portal" button linking to `cmcwater.html`.	Directors only (from cmcsettings)	TO
Water Readings Submitted	A bulk batch of quarterly water meter readings is submitted via the Water Readings Portal Confirms the readings are in the system and prompts directors to send the quarterly summary to Liscombe Park via the admin portal.	Directors only (from cmcsettings)	TO
Spend Authorisation Requested	A director submits a new spend authorisation request via the Finance Authorisation Tracker on the CMC Finance Tracker page Sent immediately to all directors except the requestor; requestor CC'd. → `submitDirectorRequest()`.	All directors except the requestor (CC: requestor)	TO + CC
Spend Authorised	A director authorises a pending spend request Sent to the requestor confirming authorisation; actioning director CC'd. → `actionDirectorRequest()`.	Requestor (CC: actioning director)	TO + CC
Spend Authorisation Declined	A director rejects a pending spend request Sent to the requestor with the rejection reason; actioning director CC'd. → `actionDirectorRequest()`.	Requestor (CC: actioning director)	TO + CC

Email body text

Exact text sent for each auto-generated email. To change any wording, update code.gs and redeploy.

AGM Agenda Confirmation to resident & notification to directors + all residents ▶

To resident (confirmation):

Dear [Address],

Thank you for contributing to the AGM agenda. Your item has been submitted successfully.

Submitting Address: [address]
Item: [agenda item text]
Submitted: [timestamp]

You can view the full agenda and all submitted items by visiting the resident portal.

To directors (notification):

Dear Director,

A new AGM agenda item has been submitted on the resident portal.

Submitting Address: [address]
Item: [agenda item text]
Submitted: [timestamp]

Log in to the portal to view all submitted agenda items.

To all other residents (BCC notification):

Dear Resident,

A new agenda item has been submitted for the upcoming AGM by [address].

Item: [agenda item text]

You can view the full agenda on the resident portal.

AGM Reminder — 30 Day Sent automatically 30 days before AGM date ▶

Dear Resident,

This is a reminder that the CMC Annual General Meeting is taking place in 30 days.

Date: [AGM date]
Time: [AGM time]
Venue: [AGM venue]
Agenda items: [N director-led, M resident-raised]  ← only shown parts with non-zero counts

The agenda is now open. You can view all current items on the resident portal, and if you would like to add an agenda item of your own, please do so — submissions close 2 days before the meeting.

Kind regards

CMC The Courtyard

AGM Reminder — 7 Day Sent automatically 7 days before AGM date ▶

Dear Resident,

This is a reminder that the CMC Annual General Meeting is taking place in 7 days.

Date: [AGM date]
Time: [AGM time]
Venue: [AGM venue]
Agenda items: [N] resident-raised items on the agenda  ← only shown if items exist

You can view the full agenda on the resident portal. If you would like to add an agenda item, please do so within the next 5 days — submissions close 2 days before the meeting.

Kind regards

CMC The Courtyard

AGM Reminder — 2 Day Sent automatically 2 days before AGM date ▶

Dear Resident,

This is a reminder that the CMC Annual General Meeting is taking place in 2 days.

Date: [AGM date]
Time: [AGM time]
Venue: [AGM venue]
Agenda items: [N] resident-raised items on the agenda  ← only shown if items exist

You can view the full agenda on the resident portal. Agenda submissions are now closed.

Kind regards

CMC The Courtyard

AGM Date Reminder Sent to directors 65 days before the conventional 2nd Sunday of December AGM, only if AGM date is unset ▶

Dear Director,

The CMC Annual General Meeting is approximately 2 months away (2nd Sunday of December — [Sunday X December YYYY]).

The AGM date in the system is not currently set, which means residents cannot yet view AGM details or submit agenda items.

When you set the date in AGMAgenda!B4:

- The AGM card on the resident portal becomes active 60 days before the meeting
- Agenda submissions automatically open at the same time
- Residents receive an automated reminder 30 days before the meeting

Please log in and set the AGM date when convenient.

Kind regards

CMC The Courtyard

Maintenance Submitted Sent when a resident submits a new maintenance issue ▶

To submitting address:

Dear [Address],

Thank you for submitting a maintenance issue. We have received your report and it will be reviewed shortly.

Address: [address]
Category: [category]
Description: [description]
Submitted: [timestamp]

You can track the status of your issue on the resident portal.

To directors:

A new maintenance issue has been submitted:

Address: [address]
Category: [category]
Description: [description]
Submitted: [timestamp]

Maintenance In Progress Sent when admin changes status to In Progress ▶

Dear [Address],

We wanted to let you know that your maintenance issue is now in progress.

Category: [category]
Description: [description]
Status: In Progress

We'll update you when it has been resolved. You can track progress on the resident portal.

Maintenance Resolved Sent when admin marks an issue as Resolved ▶

Dear [Address],

Your maintenance issue has been resolved.

Category: [category]
Description: [description]
Resolved: [date resolved]

Thank you for bringing this to our attention. If you have any further concerns, please submit a new issue via the resident portal.

Noticeboard Notify Sent when admin clicks Notify Residents on a noticeboard item ▶

Dear Resident,

There is a new notice on the CMC The Courtyard resident portal.

[Notice title]
[Notice body text]

Visit the portal to read the full notice and any updates.

When new email types are added to the system, add a row to the table above and an entry here, and add a matching chip to typeChipMap in admin.html.

Farmhouse Smoke Check — Reminder Sent automatically on day 30 (initial) and day 40 (second reminder) ▶

Day 30 — initial reminder — to all eligible checkers + directors (BCC):

Subject: CMC The Courtyard — Farmhouse Smoke Alarm Check Due

Dear Resident,

The monthly smoke alarm check for The Farmhouse is now due. The last check was carried out [N] days ago — please log in to the portal to record a new check at your earliest convenience.

Last Check: [date]
Entrance Hall: [Pass/Fail]
Landing: [Pass/Fail]
Checked By: [address]
Days Since: [N] days

To record the check, visit the Farmhouse page on the portal, expand the Smoke Alarm Checks section, tap your property and tap Save Check.

Day 40 — second reminder — to all eligible checkers + directors (BCC):

Subject: CMC The Courtyard — Farmhouse Smoke Alarm Check Overdue (Reminder)

Dear Resident,

This is a second reminder that the monthly smoke alarm check for The Farmhouse is now 10 days overdue. The last check was carried out [N] days ago — please log in to the portal to record a new check as soon as possible.

Last Check: [date]
Entrance Hall: [Pass/Fail]
Landing: [Pass/Fail]
Checked By: [address]
Days Since: [N] days

To record the check, visit the Farmhouse page on the portal, expand the Smoke Alarm Checks section, tap your property and tap Save Check.

Trigger:

Daily Apps Script timer → checkFarmhouseSmokeCheckReminder(). Fires on day 30 (initial) and day 40 (second reminder), then stops — no further automatic chases.

Farmhouse Smoke Check — Completed Sent automatically when a check is saved ▶

To all eligible checkers + directors (BCC):

Dear Resident,

The monthly smoke alarm check for The Farmhouse has been completed by [checker]. No further action is required from any other resident — the next check is not due for another 30 days.

Date Checked: [date]
Entrance Hall: [Pass/Fail]
Landing: [Pass/Fail]
Checked By: [address]
Next Check Due: [date + 30 days]

Farmhouse Smoke Check — Fault Sent immediately when a Fail is recorded ▶

To directors only (TO):

Dear Director,

A fault has been recorded during the latest smoke alarm check at The Farmhouse. Please arrange for the affected detector to be inspected and replaced as necessary.

Date Checked: [date]
Entrance Hall: [Pass / ✘ FAIL]
Landing: [Pass / ✘ FAIL]
Checked By: [address]

Maintenance Update Added Sent when a resident or director adds an update to a maintenance issue ▶

To directors (TO), updater + assignees (CC):

Dear Directors,

An update has been added to maintenance issue #[issue number] by [updater name] on [date].

THE NEW UPDATE
[update text — quick-pick phrases bold-highlighted: "Please assign this issue to me", "Thank you — now resolved"]

Issue #:      #[issue number]
Category:     [category]
Description:  [full issue description]
Status:       [current status]
Priority:     [priority]
Assigned to:  [current assignees]

Earlier updates on this issue can be viewed in the portal.

[Visit the Portal button]

Water Readings to Liscombe Park Sent manually by admin from the Water Meter Readings panel ▶

To Liscombe Park (TO/CC/BCC overridable per send):

Dear Liscombe Park,

[Editable intro text — defaults to:
Please find below the quarterly water meter readings for the properties at CMC The Courtyard, recorded on [reading date].]

[Formatted table of property-by-property readings]
  Property         Water Meter No.   Reading       Volume (m³)
  1 The Courtyard  [number]          [reading]     [volume]
  2 The Courtyard  [number]          [reading]     [volume]
  …
  Total CMC Water Meter Reading and Total Water Volume

[Editable closing text — defaults to:
When returning the bill, please indicate the total standing charge, how many users on site this is divided between, and the price per cubic metre for the bill that relates to these readings. The total administration charge is £2.50 per quarter.

If you have any queries regarding the readings, please don't hesitate to get in touch.]

Kind regards

CMC The Courtyard

Water Reading Reminder Quarterly automatic reminder to directors — 1 Jan, 1 Apr, 1 Jul, 1 Oct at 8am ▶

To directors only (TO):

Dear Ian and Simon,

A new quarter has started (Q[N] [YYYY]). It's time to record the water meter readings for all properties at CMC The Courtyard.

Please visit the Water Readings Portal to enter this quarter's readings.

[Water Readings Portal button → https://cmcthecourtyard.com/cmcwater.html]

Once all readings are submitted you'll receive a confirmation email, and the quarterly summary can be sent to Liscombe Park via the admin portal.

Kind regards

CMC The Courtyard

Water Readings Submitted Sent immediately after a quarterly batch of readings is submitted ▶

To directors only (TO):

Dear Ian and Simon,

[N] water meter readings have been submitted by [submitter name] for [YYYY QN].

NEXT STEP
The readings are now in the system and waiting to be sent to Liscombe Park via the admin portal.

[Admin Portal button → https://cmcthecourtyard.com/admin.html]

Kind regards

CMC The Courtyard

Spend Authorisation Requested Sent immediately when a director submits a new spend authorisation request ▶

To all directors except the requestor (TO); requestor CC'd:

Subject: CMC The Courtyard — Spend Authorisation Requested (£[amount])

Dear Director,

[Requestor name] has requested authorisation for a spend of £[amount]. Please log in to the resident portal to review and authorise (or reject) this request.

Request ID:      [YYYY-NNN]
Date Requested:  [date]
Requested By:    [name]
Amount:          £[amount]
Reason:          [reason]
Status:          Pending

To action this request, visit the CMC Finance Tracker page, expand the Finance Authorisation Tracker section, tap Director actions, sign in with your name and password, then tap Authorise or Reject.

Immediate trigger on submit → submitDirectorRequest(). Link to fin_managementcharge.html#financeauth.

Spend Authorised Sent immediately when a director authorises a pending spend request ▶

To requestor (TO); actioning director CC'd:

Subject: CMC The Courtyard — Spend Authorised (£[amount])

Dear [First name],

Your spend authorisation request has been authorised by [Actioner name] on [date]. You may now proceed with this spend.

Request ID:       [YYYY-NNN]
Date Requested:   [date]
Requested By:     [name]
Amount:           £[amount]
Reason:           [reason]
Status:           Authorised
Authorised By:    [name]
Date Authorised:  [date]

A record of this authorisation is held in the Finance Authorisation Tracker on the CMC Finance Tracker page.

Immediate trigger on authorise → actionDirectorRequest().

Spend Authorisation Declined Sent immediately when a director rejects a pending spend request ▶

To requestor (TO); actioning director CC'd:

Subject: CMC The Courtyard — Spend Authorisation Declined (£[amount])

Dear [First name],

Your spend authorisation request has been declined by [Actioner name] on [date].

Request ID:        [YYYY-NNN]
Date Requested:    [date]
Requested By:      [name]
Amount:            £[amount]
Reason:            [reason]
Status:            Rejected
Rejected By:       [name]
Date Rejected:     [date]
Rejection Reason:  [why]

If you wish to discuss this further, please contact [Actioner name] directly. A record of this decision is held in the Finance Authorisation Tracker on the CMC Finance Tracker page.

Immediate trigger on reject → actionDirectorRequest().

💧 Water Meter Readings — Email to Liscombe Park

Send the quarterly water meter readings to the water company. The intro and closing text are editable below before sending. The preview updates live.

Quarter:

Recipients

Editable for this send only — sheets are not modified.

TO — water company (from cmcwater R1)

CC — visible to the water company

BCC — directors (from cmcsettings col A) — hidden from the water company

Subject

Intro text (appears above the table)

Tip: [reading date] is replaced with the most common reading date for this quarter.

Closing text (appears below the table)

Email preview

Select a year and quarter to see the preview.

💵 Category Reference

How transaction categories in cmcfinances and cmcbudget are routed to the BVA and I&E reports based on their prefix.

Prefix	Meaning	Where on BVA	Where on I&E	Affects Retained Surplus	Example
I-	Income	Income section	Income section	Yes (positive)	`I-Service Charge`
E-	Expenditure	Expenditure section	Expenditure section	Yes (negative)	`E-Gardening`
T-	Planned transfer to reserves — actuals	Planned Transfer line (actual column)	Transfer to Sinking Fund line	Yes (reduces retained)	`T-Transfer to Sinking Fund`
B-	Planned transfer to reserves — budget placeholder	Planned Transfer line (budget column only)	Not shown (budget-only)	Budget side only	`B-Planned Transfer to Sinking Fund`
R-	Reserve movement (non-operating)	Reserve Movements memo section	Reserve Movements memo section	No (memo only)	`R-Transfer to Sinking Fund` `R-Transfer from Sinking Fund`

How B- and T- work as a pair

On the BVA, B- is genuinely a budget-side proxy for the T- it expects to be matched against. The two prefixes are paired by design — one provides the budget figure, the other provides the actual.

Side	Source	Prefix
Budget column	`cmcbudget` sheet	B-
Actual column	`cmcfinances` sheet	T-
Variance	Calculated	actual − budget

Example: B-Planned Transfer to Sinking Fund = £5,000 in cmcbudget sets the budget figure. When you later record T-Transfer to Sinking Fund = £5,000 in cmcfinances, the variance is £0. If only £3,200 is transferred, the variance is −£1,800 (red).

How R- reserve movements work

Reserve movements come in two directions: R-Transfer to <account> for money leaving the current account into a reserve, and R-Transfer from <account> for money returning. Both are recorded in cmcfinances — mirror entries on the sinking fund or contingency sheets exist for those sheets' own balances but are not read for reporting.

The Reserve Movements section appears on both BVA and I&E only when there is at least one R- transaction in the year. It is hidden in the public BVA view (Hide Actual). It does not contribute to Operating Surplus, Planned Transfer, or Retained Surplus — reserve movements are balance-sheet reshuffles, not operating performance.

Bank Interest from reserve accounts

Interest earned on the sinking fund and contingency accounts is recorded as I-Interest on those respective sheets. The portal automatically re-labels these as I-Bank Interest when merging them into the income flow on the BVA and I&E. You will see them grouped under Bank Interest in the income section, broken down by which account they came from.

Adding new categories under an existing prefix (e.g. E-New Category) works straight away — no code change needed. Adding a brand new prefix requires a developer to update the portal logic.

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