Audit Invoice, Record & Process Payments

Auditing Invoice Details

Reviewing comprehensive billing data and asset associations.

Steps:
When you click VIEW on any invoice, the General Info tab provides a full breakdown:

• Financial Summary: View the total Amount, Amount Paid, and the remaining Amount Due.
• Billing Details: Review the Invoice Type, Category, and Invoice Date.
• Asset Mapping: The Attached To section on the right confirms exactly which Property, Unit, and Tenant the charge is linked to.
• Wallet Context: A note will specify if the invoice is charged directly to the Tenant's Wallet, ensuring you know where the funds are being pulled from.

Processing Payments (Pay vs. Waive)

 Recording collections or settling debts through adjustments.

Content:
From the invoice view, you have two primary ways to resolve a balance:

1. The PAY Button: Click this to record funds received. This moves the invoice from "Unpaid" to "Paid" status and updates your ledger.
2. The WAIVE Button: If a charge was issued in error or you’ve reached a settlement, use this to cancel the debt. You will be prompted to enter a Waive Reason for your internal audit trail.
3. Digital Records: Click DOWNLOAD PDF at the top right to generate a professional copy of the invoice for your physical files or to hand-deliver to a resident.

Recording Tenant Payments

Handling online transactions and manual "Other" payment methods.

Steps:
The Add Tenant Payment modal offers two paths for collecting funds:

• Tab 1: PAY ONLINE: Use this for real-time credit or debit card processing.
  
  • Select the Bank and Merchant Account.
  • Enter the Card Number, Expiry, and Security Code.
  • Note: The system automatically calculates any applicable Online Payment Fees.
• Tab 2: OTHER: Use this for manual recording of offline funds.
  
  • Payment Methods: Select from CASH, CHEQUE, or EFT.
  • Paid Date: Ensure the date matches when the funds were physically received.
  • Comments: Add internal notes, such as a check number or a specific reference for the payment.

  
  

Financial Records: Documents & Logs

Maintaining supporting evidence and a timestamped audit trail.

Steps:
Every invoice and income record includes a sidebar for comprehensive record-keeping:

1. DOCUMENTS Tab: Use this to attach receipts, bank deposit slips, or correspondence related to the bill. Click NEW DOCUMENT to upload or start a Fill & Sign session.
2. PAYMENTS Tab: View a list of every specific transaction that has been applied toward the balance of this invoice.
3. ACTIVITY LOG Tab: This is your "paper trail." It captures every action taken on the record—who created it, who edited the amount, and when it was marked as paid—ensuring total accountability.