Overview
The in-person payment feature allows authorized users to:
- Record deposit received directly from tenants or owners
- Generate and print receipts
- Track payment methods and reference numbers
Prerequisites
Required Permissions: You must have books access (Reporter, User, or Admin role) to record in-person payments.
Step-by-Step Guide to Creating an In-Person Payment
1. Navigate to the Tenant's Financial Tab
1. Go to the Tenants page in the Manager app
2. Click on the tenant who made the payment
3. Select the Financials tab
2. Create a Deposit
1. Click the dropdown arrow next to the charge button
2. Select Add Deposit from the dropdown menu
3. The deposit form will open
3. Complete the Deposit Form
Select Deposit Type
- Choose the appropriate deposit charge type from the dropdown
- This determines which general ledger account the payment is posted to
- Common option: "In Person Payments" (defaults to Operating Bank account)
Choose Outstanding Charges
The form displays all open accounts receivable for the tenant. By default, all outstanding charges are selected for payment.
You can:
- Remove specific charges by unchecking them
- Keep at least one charge selected
- The system will apply the deposit amount across selected charges
Enter Payment Details
- Date: Select the date the payment was received
- Payment Method:
- Cash
- Cheque
- Other methods as configured
- Reference Number: Enter check number or other reference (optional)
- Description: Add notes about the payment (optional)
- Amount: The deposit amount (can be adjusted as needed)
4. Save or Print
You have three options:
- Save: Records the deposit and posts the journal entry
- Creates the accounting entry (debit to bank account, credit to A/R)
- Updates tenant's clearable balances
- Moves paid items to the "Paid" filter
- Print Receipt: Generates a PDF receipt that you can:
- Print for the tenant
- Download for records
- Email to the tenant
- Cancel: Discards the deposit without saving
5. Approval Workflow
Depending on your account's approval settings:
- If approval is required: The deposit will appear in the Pending Approvals section
- Multiple deposits created together are grouped under a single approval
- An approver must review and approve before posting
- Once approved, the deposit posts to the books
- If no approval required: The deposit posts immediately upon saving
Tips and Best Practices
- Multiple Properties/Units: If you're applying a deposit across multiple properties or units, the system displays all entity names in the approval
- Partial Payments: You can adjust the deposit amount to record partial payments
- Payment Methods: Always record the correct payment method for accurate tracking
- Reference Numbers: For checks, always enter the check number for easier reconciliation
- Receipts: Print or email receipts immediately when accepting in-person payments
Accounting Settings
Setting Up Deposit Charge Types
Administrators can configure deposit charge types in Accounting Settings → Charges Mapping:
1. Add or edit a charge
2. Set the Type to "Deposit"
3. Assign the appropriate GL Account (e.g., Operating Bank)
4. Set approval limits if required
The option to add a charge will not be available unless this is set up.
Default Configuration:
- Name: In Person Payments
- GL Account: Operating Bank
- Type: Deposit
- Default Amount: $0
- Approval Limit: $0
Troubleshooting
I don't see the "Add Deposit" option
- Verify you have books access (Reporter, User, or Admin role)
- Contact your account administrator to request access
My deposit is stuck in pending
- Check if your account requires approvals for deposits
- Contact an approver to review and approve the deposit
The receipt isn't generating
- Ensure the deposit was saved successfully
- Check that document generation is enabled for your account
- Contact support if the issue persists
Balance isn't updating
- Deposits in "Pending Approval" status don't affect balances until approved
- Once approved, the system updates balances automatically
Related Features
- Charge Management: Creating and managing charges
- Approval Workflows: Setting up approval requirements
- Reconciliation: Matching deposits to bank statements
- Financial Reporting: Viewing deposit history and reports
Need Help?
If you have questions or need assistance with in-person payments, please contact Propra support.
How can I enable and troubleshoot the "Deposit" option for tenant payments in Propra?
The "Deposit" option in Propra allows users to record deposits for tenants directly within the application, ensuring accurate reconciliation and tracking. This guide will help you enable the "Deposit" option, explain the conditions under which the option is visible for tenants, and outline troubleshooting tips if it does not appear.
Enabling the "Deposit" Option
To enable the "Deposit" option within the Propra application, follow these steps:
Navigate to Accounting Settings within the application.
Open the Charges Mapping section.
Add a new charge or edit an existing charge.
Set the Type of the charge to "Deposit."
Assign the appropriate General Ledger (GL) Account. For example, this could be a bank account such as "Operating Bank."
Set approval limits for the deposit, if necessary.
Once this setup is complete, the in-person payment screen under a tenant’s Financial tab will allow you to select either "Add a Charge" or "Add a Deposit."
Conditions for Visibility of the "Deposit" Option
The "Deposit" option may not always be visible for all tenants. For it to appear, the following conditions must be met:
Rent Invoice: A rent invoice should exist for the tenant.
Lease Payee Matching: The tenant must be set as the payee on the lease.
Outstanding Amounts: If a deposit has already been recorded and there is nothing owing for the tenant, the "Deposit" option will not appear.
These logical conditions ensure that deposits are only recorded when necessary and tied to the appropriate financial records.
Troubleshooting Tips
If the "Deposit" option does not appear for a tenant, consider the following steps to resolve the issue:
Verify that a valid rent invoice exists for the tenant.
Check the lease settings to confirm that the tenant is set as the payee.
Ensure there is an outstanding amount for the tenant; if not, the option might not display.
By reviewing these settings, you can identify and correct the cause of the issue, ensuring the "Deposit" feature works as intended.
Understanding and managing the "Deposit" option in Propra is a straightforward process when these steps are followed. Ensure your settings are configured appropriately and double-check tenant details for a seamless experience.