• Managing Transactions
  • Add a Transaction

Add a Transaction

A transaction can be an invoice sent out to request payment from a Tenant, or it can be a manual payment record. To add a new transaction:

1. Navigate to the desired Tenant and click the Transactions tab.
2. Click the + Add Transaction button.
3. Type: select the type of transaction.
   • Invoice: sends a request for payment to the Tenant
   • Payment: records a manual payment from the Tenant
4. If type is Invoice:
   1. Recurring: if this transaction should be automatically entered into the PMS on a regular basis then select the Terms and Start/End date:
      • Terms:
        • Daily: select this if the invoice should be issued every day
        • Weekly: select this if the invoice should be issued once a week, then select the Day of the week that the invoice should be issued
        • Bi-Weekly: select this if the invoice should be issued every two weeks, then select the Day of the week that the invoice should be issued
        • Monthly: select this if the invoice should be issued once a month, then select either the day on which it should occur (1 - 31) or the Last Day of the month.
      • Start: select a date that is PRIOR to today
      • End: Select a date that is in the future, it would make sense for this to coincide with the Tenant's lease end date.
   2. Payment Method:
      • ACH: the Tenant's bank account will automatically be charged on morning of the date entered into the Due Date field.
      • Note: The Tenant must have the ACH section of their profile filled in for this option to work. If this is filled in correctly the bank account information appears below the Payment Method box.
      • Manual: the Tenant will receive an invoice which they may pay via credit card within the mobile app, or submit a check or cash payment to your office.
      • Note: Check the box 'Allow Mobile Payment' to allow the Tenant to pay the invoice via credit card from the mobile app
   3. Description: the text entered here appears on the Transactions list. Enter something that identifies the general purpose of the invoice, for example 'Weekly Rent Payment'.
   4. Enter a line item for each charge:
      • Description: a description of the line item, for example 'Rent'
      • Category: select from the default categories of Rent, Insurance, Supplies, Advance Repayments, or Late Fees, or setup your own categories. This field is used for reporting purposes.
      • Check the box if this line item is taxable. The PMS will calculate the tax to add to the invoice. The sales tax rate is setup for each Location.
      • Amount: enter the amount to charge for this line item.
   5. Use the + Add Line Item link to add more lines. Use the - Remove Line Item link to remove the line that is currently selected.
   6. When the invoice is complete click the Add button. Use the Cancel button to exit this screen without saving the invoice.

   The PMS sends an e-mail alert to the client and a notification to the mobile app.