Charges and receipts

Finance Officer follows a charge from its lease and billing period to its due date and amount. Rent, Utility, Service and Adjustment distinguish the charge type. Draft, Posted and Voided separate preparation from the charge’s operating position. Review the state and source agreement before including a charge in the tenant’s collectible balance.

A tenant receipt has its own received date, amount and payment reference. Pending, Confirmed and Reversed keep its current position visible. Allocation records connect an eligible receipt with a particular charge and the amount attributed to it. Use those links to explain the remaining charge and any confirmed money that has not yet been allocated.

• Charge review. Monthly Rent charges follow eligible lease activation. Finance Officer checks their periods and amounts against the agreement, then reviews any Utility, Service or Adjustment charge under the team’s agreed preparation procedure.
• Receipt confirmation. Finance Officer records the tenant and payment details, checks the agreed external evidence and follows the confirmation procedure. Retain the reference used to reconcile the payment with the customer’s bank or payment service.
• Allocation. Agree Admin access for controlled allocation maintenance during setup. Finance Officer checks the receipt’s tenant against the tenant on the charge’s lease, then reconciles the attributed amount with the available money and remaining charge.

Agree what proves payment confirmation and who checks it. Set up the chosen bank or payment connection if the team needs external evidence in its working environment. Review how payment references will be matched and how staff investigate a repeated reference before another receipt is entered.

Agree the allocation owner and rehearse that person’s access alongside Finance Officer’s financial record permissions. Check tenant consistency and the remaining eligible amounts before accepting a link. Choose the monetary basis used in the pilot and keep it consistent with the customer’s accounting handoff. The team should be able to explain each number from its source records.

Use an illustrative Posted Rent charge for 2,000 on an Active lease. Finance Officer records a tenant payment for 1,500 in Pending and inspects the payment evidence before marking it Confirmed. The authorized allocation owner links 1,500 to the intended charge with the actual allocation date. Reconcile the remaining amount of 500 together.

Repeat the review with a receipt marked Reversed. Inspect the existing allocations and agree the correction before accepting the revised balance. Show Pending payments separately when discussing money still waiting for confirmation. Also try an allocation to another tenant’s charge and an amount larger than the available payment during the controlled rehearsal.

The handoff is ready when Finance Officer can explain the charge, the evidenced receipt and the amount still open. Ask Property Manager to follow the same tenant and lease links so the collection conversation uses the agreement the customer actually signed.

• Charges Due — Review dated charges with their current state, billing period and amount.
• Pending Receipt Review — Inspect tenant payment details before confirming the evidence.
• Confirmed Receipt Register — Select the confirmed-money population for allocation reconciliation.

Use rent collection and allocation. Agree the external evidence and reconciliation in integrations.