When an owner makes a payment, you record it in Breeze by creating a receipt. In the following procedure, we show how to create and post a receipt batch. Before you begin, you should add up the total amount of the checks in the batch and the number of checks.
To create a receipt batch
Go to Accounting > Accounts Receivable > Receipts. Click the Add New button.
The Receipt Batch screen appears.
Complete the screen.
Total Declared | Enter the total amount of the receipts. |
Items Declared | Enter the number of receipts (for example, the number of owner checks). |
Description | The default description is the user's email address and the date. Change it if needed. |
Notes | Describe the purpose of the receipts or any other identifying information you want to record. |
Note: You can leave the Declared fields blank and complete them later before you post the batch.
Click Save. The New Receipt screen appears.
Type the owner's name or use the lookup.
If you don't know the owner's name, select the property and unit and Breeze will automatically complete the Owner field.
Note: The Customer and Vendor buttons are used for non-owner income.
After you select the owner, the screen displays unpaid charges and completes most of the screen for you, including the Total Amount field.
In the following example, the owner has an unpaid charge for a parking card replacement. The Total Amount field shows the sum of the charges.
Verify that the Total Amount field matches the amount of the check. If not, change it. See the next section of this article for more information.
Use the Payment Reference field to record the check number or other relevant information. For example, for a cash payment, you can enter "Cash," or for a money order, you can enter the number.
Click Save.
Continue adding receipts until the batch is complete.
After entering the last item, the Receipt Batch screen appears.
At this point, you can review the batch. The Declared fields should match the Entered fields.
To post the batch, click Post. When you post the batch, the receipts hit the General Ledger.
When the payment amount does not match
If the payment amount does not match the Total Amount field, modify the Total Amount field.
When you change the Total Amount field, Breeze modifies the line items in the lower part of the screen. For example, the owner paid fees of 1,100.00, instead of 1,316.00.
Breeze used the amount to pay off the parking charge and pay most of the fee charge, but not all of it. The owner still owes 216.00. If you want to distribute the payment differently, you can edit the amounts in the line items.
If the owner overpays, Breeze adds a line for a prepayment.
In this example, the owner wrote a check for 2000.00, enough to pay off the open charges and create a prepayment of 684.00. When you create charges for the owner again, Breeze will apply the prepayment to the open charges.
To create the receipt, enter a Payment Reference and click Save.
If you find you have selected the wrong owner, click the Reselect button to return to the first screen and select another owner.
Charges and Prepays
Breeze matches owner payments with charges. If you record a payment from a owner for fees and there is no fee charge in the system, make sure you ran monthly posting for the owner's property.
If you have already run monthly posting, and the owner has no outstanding charges or prepayments, you can enter a charge code and Breeze will create a charge for you. You can also opt to create a prepayment (a receipt without a charge).
If the owner already has a prepayment, Breeze will use a new receipt to create another prepayment. When charges are created for the owner, Breeze will apply the prepayments to them.
Making a Bank Deposit
After recording owner payments, you will need to make a bank deposit in Breeze. A bank deposit combines a number of receipts and affects the Breeze bank account.
You will also need to make a physical bank deposit, i.e. deposit the checks in the real bank account.