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RecordingTenantPayments

Objective

Manually log a rent, CAM, or other payment received from a tenant and auto-post a balanced journal entry to the GL.

Prerequisites

  • •You must be signed in as a Manager, Admin, or Master Admin
  • •The tenant and their active lease must exist
  • •The target accounting period must be open (not closed)

Step-by-Step Instructions

  1. 1

    Navigate to Tenants and open the tenant's detail page.

  2. 2

    Click the Record Payment button.

  3. 3

    Fill in the payment form:

    • —Amount (in dollars)
    • —Payment Method: ACH, Check, Credit Card, Debit Card, Cash, Wire, or Plaid Transfer
    • —Transaction Reference (optional but recommended for idempotency)
    • —Applied to Charge (optional): Link the payment to a specific rent charge.
  4. 4

    Click Record Payment. Valix creates the payment record and auto-posts a GL entry: DR Cash (1000) / CR Accounts Receivable (1200).

  5. 5

    If linked to a charge, the charge status updates to PAID or PARTIAL based on the amount applied.

Troubleshooting Tips

Pro Tip:If a tenant pays via Stripe on the portal, Valix records the payment automatically — no manual entry needed.
Note:Valix enforces a $0.01 minimum to prevent floating-point rounding errors. Enter amounts as dollars (e.g. 1500.00), not cents.
Note:Duplicate payments are prevented by checking Transaction Reference + Tenant ID. If you need to record two identical payments, leave the reference blank.

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