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How can I apply a partial offline rent payment to an invoice in TenantCloud?

Updated this week

How to Apply a Partial Offline Rent Payment to an Invoice in TenantCloud

Correctly applying a partial offline rent payment in TenantCloud ensures tenant balances are accurately updated and avoids discrepancies. Follow these steps for accurate accounting:

Step-by-Step Guide to Apply a Partial Payment:

  1. Locate the Rent Invoice: Open the specific lease and navigate to the existing rent invoice that you wish to apply the payment to.

  2. Access the Payment Dialog: Click on the invoice to open it, then locate and click the Mark as Paid option in the upper-right corner of the screen.

  3. Enter the Partial Payment Amount: - In the payment dialog that appears, locate the payment amount field. - Edit the payment amount to match the exact partial payment received (e.g., if the tenant paid $500, enter $500).

  4. Confirm Payment: After entering the partial amount, click the Confirm button to save and apply this payment to the invoice.

Troubleshooting Common Issues:

Problem: Manual Payment in Transactions but Not Linked to an Invoice

If you’ve previously created a manual offline payment that appears under Transactions in the Accounting section but hasn’t reduced the tenant’s balance on the lease:

  1. Delete any duplicate or newly created invoice that you may have used for this payment. - This avoids double-charging or incorrect linking.

  2. Open the original rent invoice for the correct month and amount.

  3. Repeat the partial payment steps outlined above by clicking Mark as Paid and entering the specified partial amount.

Key Notes and Reminders:

  • Partial payments are always linked to invoices through the Mark as Paid action to ensure accurate ledger updates.

  • Avoid duplicating invoices, as multiple records for the same payment can lead to confusion and incorrect balances.

  • Regularly review tenant balances and reconcile payments via the lease ledger to catch potential discrepancies early.

By following these steps, you can ensure that partial offline payments are accurately applied, tenant statements are up to date, and discrepancies in rent accounting on TenantCloud are minimized.

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