Sometimes you might come across a transaction that doesn’t look quite right—maybe there’s a credit on someone’s account you don’t recognize, or your owner payout doesn’t match what you were expecting. Whatever the situation, here are some steps and places to check when investigating a transaction.
Where to Look for Transactions
Receivables and Payables
Search by person, property, status (paid or outstanding), amount, or date range.
This is a great place to start if you’re tracking down whether a tenant payment or vendor bill has been entered.
General Ledger
Under Accounting - Accounts you can click on the general ledger account to view every posted transaction in that account.
Use this view if you need the “big picture” of all activity within an account.
If looking for a deposit or payment that was made click on the bank account and filter the dates and property to narrow your results.
From there you can click on the transaction to see more detail. If it was a deposit or payment for an invoice or bill you can click on the transaction line to view the invoice or bill that was paid.
Tenant Financial Page
Shows charges, credits, and payments for a tenant.
By default, the transactions displayed are the ones that are outstanding or haven't been cleared yet.
If you click on Show Paid all transactions will display. The date the invoice was paid will also display.
Click on a transaction to view more detail
What to Check on an Invoice
When you open an invoice, confirm the details to make sure everything lines up:
Posting Date – When the transaction was recorded.
Due Date – When payment was expected.
Paid Date – When payment was actually made.
If the invoice is marked as paid, look at how it was paid:
If paid through Autopay, the description will clearly say Autopay Collection.
Inside the invoice, you’ll see a breakdown of the individual transactions—including descriptions and amounts. If you need to make changes on an invoice or record a special situation please use the notes feature.
Extra Audit Trail
On the bottom left of every invoice, deposit, bill, or transaction, you’ll see a time stamp that shows:
When the entry was created.
If any changes were made.
Who created or updated it.
If you see “Created – System”, it means the entry was automatically created by Autopay.
Important to Keep in Mind
Changes to existing transactions can affect your accounting history:
Editing after an owner payout or bank reconciliation will change those past records.
Backdating a payment (posting it as paid on an earlier date) will update reports for that period.
Because of this, always double-check before editing or backdating a transaction. If you’re unsure, it may be better to add an adjustment rather than changing the original entry.
Final Tip
When something doesn’t add up, following these steps will usually help you track down the issue. Between the Receivables/Payables search, General Ledger, Tenant Financial Page, and invoice details, you’ll have a clear trail to piece together what happened.