Payments

Most payments arrive in cash or by bank transfer. The Payments tab is where the accountant records them, and where every payment of the complex is listed.

Who can use it

Sidebar › Finance › Payments. A Complex Admin, an Org or Global Admin inside the complex, and an Accountant can record and reverse payments. A Board Member can read the list. Nobody records or reverses a payment for a unit they own themselves; another staff member does it.

Record a payment

The Record a payment form asks for:

• Unit: search by unit number or owner name. Only units with an owner are listed, as Apartment 47 · Anahit Grigoryan.
• Amount, in the complex’s currency, which the form shows next to it. It must be more than zero, with at most two decimals.
• Date: the day the money arrived. It cannot be in the future.
• Method: Idram, ArCa card, Telcell Wallet, Visa / Mastercard, Bank transfer or Cash at office.

Save payment records it, and a message confirms it, for example Payment of 42 500 ֏ recorded for Apt 47. Each payment gets a receipt number such as HRV-R-2026-10-00042, counted per month.

How a payment is applied

The payment pays the unit’s open invoices, the oldest due date first:

• An invoice it covers becomes Paid.
• An invoice it covers in part becomes Partial. An Overdue one stays overdue until it is fully paid.
• Whatever is left after the last open invoice stays on the unit’s account as credit.

Late fees are not paid off invoice by invoice: they stay in the unit’s balance. The Invoices tab and the unit’s balance update at once.

Import a bank statement

Instead of typing each transfer, upload the HOA account’s statement. Import bank statement, beside Recent payments, opens three steps:

1. Upload a .csv or .xlsx statement of at most 5 MB and 5000 rows.
2. Map columns: tell which column holds the date, the bank reference and the amount. A statement with a signed amount maps Amount; one with separate credit and debit columns maps Credit (and Debit). The payer, the purpose and the currency are optional. The mapping is remembered for the complex’s next statement. Match lines reads every row; a row whose date, amount or reference cannot be read is listed, and nothing is saved until it is fixed.
3. Review: each credit is matched to a unit with an owner, by the invoice number or the unit number in the purpose (Apt 47, բն. 47, кв. 47), or by the payer’s name when the amount is exactly what the unit owes. Debits are left out, and a transfer whose bank reference was already posted is marked Duplicate.

Lines that Need review come first: pick the unit, or Ignore the line. A line in another currency, one for a unit you own yourself, or one that more than one waiting payment receipt fits, always needs review. So does a transfer for which a payment of the same amount was already recorded around that date, such as a receipt approved by hand: ignore it. Post payments records every matched line as a bank-transfer payment, applied like any other. A line that matches the one payment receipt an owner submitted for that transfer confirms the receipt instead, so the money is never counted twice. Lines still needing review are not posted; importing the statement again picks them up, and posts nothing twice. The import is written to the audit log.

Receipts awaiting approval

Owners who paid by transfer or in cash send the receipt from their Payments page. Sidebar › Finance › Awaiting approval lists those receipts. It opens on the waiting ones; the status chips show the approved, rejected and withdrawn ones too. the number next to Finance and on the tab is how many are waiting. Each row shows the unit, the payer’s payment reference, the amount, the method, the day it was paid and when it was sent. A Possible duplicate tag marks one with the same amount and date as another receipt or a recorded payment of the unit, or the same file. Filter by status, method or payment date, or search by the payment reference.

Select a row to review it: the receipt itself (photos open larger, a PDF opens in a new tab), the unit’s balance, and the invoices the payer suggests it pays, whose amounts you may change or remove (with none left, the oldest invoices are paid first).

• Approve records the payment, applied like any other, and what the owner owes drops at once. An Accountant, a Complex Admin and an Org or Global Admin can approve.
• Reject asks for the reason, which the payer sees.

Nobody approves or rejects a receipt they sent themselves, or one for a unit they own: the buttons are hidden on your own receipt, and a unit you own is refused. A receipt is never counted twice: a bank statement line that matches it confirms the receipt instead of adding a second payment.

The list

Each row shows the payer (the unit’s owners), the unit, the amount, the method, the date, the receipt number and the status. Filter by method with the chips above the list, or search by receipt number, unit number or owner name. On a phone the list turns into cards.

Reverse a payment

When a payment was recorded by mistake or the transfer bounced, Reverse on its row asks for the reason. The payment becomes Reversed and the amount is taken back from the invoices it paid, which open again: Unpaid, Partial or, once past their due date, Overdue. A reversed payment cannot be reversed again.

Recording and reversing a payment are both written to the audit log.

The receipt

Every payment gets a receipt PDF, in the owner’s language: the receipt number, the complex’s legal and bank details, the payer, the unit, the amount, the method, the date and the invoices it paid. Owners will download it from their Payments page, which is planned.

Related

• Invoices
• Fees & rules
• Finance