In-Person Payments

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

1. Go to the Tenants page in the Manager app

2. Click on the tenant who made the payment

3. Select the Financials tab
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1. Click the dropdown arrow next to the charge button

2. Select Add Deposit from the dropdown menu

3. The deposit form will open

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- 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)

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
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- 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)

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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
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- 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

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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

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- If no approval required: The deposit posts immediately upon saving

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- 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

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
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Default Configuration:

- Name: In Person Payments

- GL Account: Operating Bank

- Type: Deposit

- Default Amount: $0

- Approval Limit: $0

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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
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My deposit is stuck in pending

- Check if your account requires approvals for deposits

- Contact an approver to review and approve the deposit
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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
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Balance isn't updating

- Deposits in "Pending Approval" status don't affect balances until approved

- Once approved, the system updates balances automatically

- 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

If you have questions or need assistance with in-person payments, please contact Propra support.