The Process Deposits feature allows you to manually pull funds from a resident’s bank account using Autopay.
This task can be found in:
Accounting
Receivables Table
This feature is useful when collecting payments outside of the regular 1st of the month collection schedule. Each transaction with Autopay are $1.
Common Use Case Example
For example:
A tenant knows they will be late paying rent and asks you to pull the funds on the 4th of the month instead of the 1st.
Using Process Deposits allows you to manually initiate the collection on the requested date.
Before Processing a Deposit
Before processing the payment:
Ensure the invoice has the Collect With Autopay toggle turned ON
If the toggle is OFF:
The invoice cannot be collected through Autopay
Step 1: Select the Invoices
Go to the Receivables page
Select the invoices you want to collect
Click the Process Deposit button
Important: Process Deposit vs Post Deposit
There are two deposit buttons in the Receivables page.
It is important to choose the correct one.
Process Deposit
Green button
Represents an actual bank transaction
Pulls funds electronically through Autopay
Post Deposit
Records a payment that already happened outside of Propra
Does NOT move funds between bank accounts
Step 2: Review Deposit Details
After selecting Process Deposit, the system will display all selected invoices.
From this page you can:
Select the posting date
Edit descriptions
Adjust collection amounts if needed
Partial Payment Example
If a tenant says they can only pay part of the balance:
Example:
Tenant owes $2,500
Tenant can only pay $2,000
You can edit the amount to collect only $2,000.
The system will then:
Pull only the requested amount
Leave the remaining balance outstanding on the Receivables page
To edit the amount double click on the Deposit Amount field
Step 3: Select the Deposit Account
Choose the bank account where the funds will be deposited.
The system will also display the account balance for reference.
Step 4: Submit for Approval
Once reviewed:
Click Submit for Approval
The transactions will move to the Approvals page for review by your accounting team or controller.
Approving Autopay Deposits
To approve the deposit batch:
Go to:
Accounting
Approvals
Select:
Autopay Deposits
Approval Permissions
Deposit batches must be approved by a user with either:
Books Admin permissions
Books Advanced permissions
before they can be released for collection.
Reviewing Deposit Batches
The deposit batch will appear in the approvals list.
You can:
Click into the batch
Select the + icon to expand and view additional details for each deposit
Approve or Decline Options
If You Decline the Batch
The invoices move back to the Receivables page
No funds are collected
If You Approve the Batch
The information is sent to VoPay
VoPay begins processing the EFT collection
Banking Hours and Processing Times
If deposits are processed after banking hours:
The transaction will begin processing on the next business day
Accounting Entries Created
Once the invoices are sent for collection:
An accounting entry is automatically created showing the funds are in transit
These entries appear in:
The Undeposited Funds general ledger account
At this stage:
The invoices will show as Paid on the Receivables table
Returned Payments (NSF or Invalid Banking)
If a payment is returned because of:
NSF
Invalid bank information
Bank rejection
The system automatically:
Reverses the deposit from Undeposited Funds
Reopens the original invoice as Outstanding
Creates an NSF charge invoice for the resident
Both the original invoice and NSF invoice will appear in the Receivables page.
Deposit Settlement Timeline
Successfully collected funds are deposited into the linked bank account for the property’s reconciliation bank group.
Settlement typically occurs within:
5 business days
Final Accounting Entries
Once funds settle:
Propra automatically moves the balance from:
Undeposited Funds
To the Operating Bank account
The accounting entries are dated to match the final deposit date shown on your bank statement to assist with reconciliation.
Fees and Statements
After funds settle:
A statement becomes available under:
Autopay > Statements
Transaction fees are:
Calculated overnight
Charged the next business day
Fees are withdrawn from the bank account selected in your Autopay settings.
Reviewing Transaction Activity
To review Autopay transaction activity:
Go to the Receivables page
Search for the invoice
Open the invoice
Click on the Linked Entry
This will open the:
From there you can review:
Transaction details
Status updates
Related accounting entries
Processing activity
