Receipts and allocations

A receipt records the tenant, received date, amount, reference and status. Pending Receipts gives the Receipt Officer a place to check incoming payments. Once confirmed, the receipt carries an allocated amount and unapplied amount. Receipt Allocation Detail shows the individual allocation linking that receipt to a charge. A payment can therefore be read as more than a total: the team can see which posted obligation it settled and what remains to be applied.

The charge belongs to a lease and the lease belongs to a tenant. When the officer confirms a receipt, receipt processing checks the bank reference, finds a Posted charge with an outstanding balance and matches its lease tenant to the receipt tenant. It caps the amount at the receipt remainder and charge balance, then records exactly one allocation. The officer checks the result against the tenant and source payment. These checks keep a valid payment from being applied to the wrong account or past the amount owed.

• Receive. Enter the payer, received date, amount and payment reference.
• Confirm. Check the reference and tenant before marking the receipt Confirmed.
• Inspect. Check the recorded allocation against the posted charge and both remaining balances.

The team should define what bank reference information is available and who is responsible for checking it. Decide how to handle a payment with no matching posted charge, a partial payment and a payment covering more than one period. Agree whether the tenant party record is selected from the payment evidence or a customer account reference. Keep the original receipt reference readable after allocation; it helps resolve a later dispute without guessing from an amount and date alone.

Use a tenant with an Active lease and a Posted charge. Enter a pending receipt smaller than the outstanding balance, confirm its reference and inspect the allocation recorded against the matched charge. Inspect Receipt Allocation Detail and verify that the charge balance falls by the allocated amount while the remaining charge stays visible. Next try a receipt for another tenant, an allocation larger than the receipt remainder and a charge with no balance. Each case should be stopped or resolved before an allocation is accepted. Reopen Confirmed Receipts to verify that the applied and unapplied amounts still reconcile to the receipt.

• Pending Receipts — Find tenant payments awaiting confirmation.
• Confirmed Receipts — Read payment totals beside applied and unapplied amounts.
• Receipt Allocation Detail — Trace an amount to the exact posted charge.

Use receipt allocation to rehearse a partial payment and a rejected tenant mismatch. Lease activation provides the agreement context.