From the Main Menu, click on the "Activities" icon. From the
"Activities" menu, click on the button reading "Record Payments."
The "Select Billings" form will open. The default setting at the top are
tenant field blank, "Both" under "Mailed", and "Unpaid"
under "Paid." The form is filled with payment lines from all tenants in the
database, from which that tenant whose payment you wish to enter will be selected.
To select the tenant, click the arrow to the right of the "Tenant" field.
This opens a drop-down window with tenant names. Begin typing the first few letters of the
last name of the tenant. The program will immediately begin to search for the name.
When the name comes into view, click on it. That tenant's name will appear in the
"Tenant" field and all unpaid billings will appear in the window with the
following column headings: P, D, M, Tenant, Unit, Type, $Billed, $Paid, Billed, Due, Paid
To, Paid. The meaning and appropriate entries are as follows:
P: Stands for paid and
should be empty.
D: Stands for
deposited and should be empty.
M: Stands for mailed
and should have a check mark in it.
Tenant: Is the name of
the tenant or organization renting this unit. The name should be there.
Unit: The number of
the unit rented should be in this field.
Type: The category of
the billing should be written in this field, i.e. "Rental."
$Billed: The amount
billed for this category should be listed.
$Paid: This field
should be blank or have $0.00 entered. This will be the amount the tenant pays.
Billed: The date in
this field is the date that this billing was created by the "Generate Rents"
function.
Due: The date this
payment is due should be in this field.
Paid To: In the case
of a rental payment, this is the last day of the rental period covered by this payment.
Paid: This field
should be blank. It will be filled by the program with the date the payment is recorded.
At the bottom of this form are four windows, labeled "Count." "Total
Billed," "Total Paid," and "Balance." The numbers and amounts in
those fields at the start are for the entire database. When you have selected a tenant,
they reflect only those billings in the window. If the tenant made a partial payment
earlier, and you have only "Unpaid" entries in the window, the past due amount
will not show here.
Before entering the payment, check to see that the amount billed is correct and
that the payment is for that amount. If that is so, click the box under "P." The
program will enter a check mark in that box, an amount in "$Paid" equal to that
billed, and the current date in the field "Paid."
What to do
if the amount paid is different than that billed:
If the payment is less than the amount billed, click as above then select the
amount in "$Paid" and change it to the actual amount. The difference will appear
on the next invoice as "Past Due."
If the payment is more than the amount due, but not a full additional payment,
click as above, select the "$Paid" and change to the actual amount. The
difference will appear as a credit in the "Past Due" space on the next invoice
or be applied to any "Past Due" amount owed by this tenant.
If the payment is for more months than billed, first change the "$Billed"
to the amount of the payment and change to "Paid To" date to the actual date
covered by the payment. Then click the box under "P."
