Receiving payments

Finance → Receivables → Payments → /payments · Receive Pay → /receive-pay

There are two surfaces for money coming in:

Receiving a payment at the counter

Receive Pay is built for someone taking money with a tenant in front of them.

1. Find the unit

   Search by unit name. The screen shows the outstanding items with their Due Amount.

2. Enter what was paid

   Paid Amount, Paid Date, Paid By, the Bank Account the money landed in, and any Notes.

3. Submit

   The payment is recorded against the unit's lease and becomes available for allocation.

Recording a payment from the Payments list

1. Add a payment

   Payments → Add.

2. Identify the payer

   Select the lease or unit. This determines whose balance the money lands on, so get it right — correcting the subject later is more work than choosing it now.

3. Enter the money

   Amount, paid date, payment type (mobile money, bank transfer, cheque, cash), and the receiving bank account.

4. Record the reference

   The Confirmation # — the M-Pesa code, bank reference or cheque number. This is what makes the payment reconcilable against a bank statement later. Do not leave it blank.

5. Save, then allocate

   Saving records the cash. It does not settle any invoice until it is allocated. See Allocations.

The payments list

Useful columns include:

Filter on Available Amount > 0 to find every payment still waiting to be allocated. That single filter is the fastest way to clean up a messy receivables position.

Payment detail

Opening a payment gives you:

• the payment header and its bank account;
• its allocations — which invoices it settled and for how much;
• its refunds — see below;
• its documents — receipts, deposit slips, screenshots;
• its audit trail.

Refunds from a payment

Refunds are managed directly from the payment:

1. Open the payment and expand Refunds

   Existing refunds are listed with their amount, date and reason.

2. Add a refund

   Enter the refund amount, the bank account it is paid from, the refund date, and a reason.

3. Save

   Guards check that the amount is actually available and that a bank account is set before the refund can be recorded.

See Refunds for the full refunds ledger and its controls.

Bulk import of payments

Historical or bank-exported payments can be imported through Admin → Bulk Upload with the Payments type. The importer validates before committing and keeps a per-row outcome so you can see exactly what was created, skipped and rejected. See Bulk upload.

Reconciling to the bank

1. Filter by bank account and date range

   Work one account and one statement period at a time.

2. Match on confirmation number

   Not on amount. Amounts repeat; references do not.

3. Investigate anything unmatched

   Money in the bank with no payment record means a receipt was never captured. A payment record with no bank line means it was captured twice or against the wrong account.

4. Check the wallet position

   After matching, filter on available amount to confirm nothing is sitting unallocated.

Common problems

Next steps