Propertyware Knowledge Base

Q: A tenant made an ePayment from the Tenant Portal, but it was applied to the “wrong” charge. Why can’t I edit or delete the ePayment that was applied to the charge?

A: When a tenant makes an ePayment from the Tenant Portal in Propertyware, that ePayment is automatically applied to charges. This way, you don’t have to log in to Propertyware every time is ePayment is made and manually apply that payment to the charges.

When an ePayment is received from the Tenant Portal, it is automatically applied to any outstanding rent charges on the Tenant Ledger, from oldest to newest charge, and then, if there any funds remaining in the payment, to the oldest charges of any type to the newest charges of any type.

Epayments are automatically deposited directly into the associated bank account for the ePayment, which is configured in Setup>ePayment settings. For this reason, you cannot edit the ePayment or its corresponding charge, since that payment is not placed within a Closed Bank Deposit. Payments that are placed into Closed Bank Deposits can be edited by first removing the payment from the Bank Deposit and breaking the link between the payment and a charge. However, in Propertyware, once a payment is placed directly into a Bank Account in Propertyware, it cannot be edited.

In an instance where an ePayment was applied to the wrong charges, you will need to follow these steps to correct the Tenant Ledger:

1. Create a Refund on the Tenant Ledger for the amount of the payments that were mistakenly applied (for example, if $1000 went to a security deposit charge instead of a rent charge, create a credit for $1000).
2. Create the applicable One-Time Charges for the payments to which the ePayments were mistakenly applied (for example, create a new $1000 security deposit charge on the tenant ledger in order to place this outstanding charge back on the Tenant Ledger.)
3. Rerecord the ePayment from the Tenant Ledger and manually apply it to the appropriate outstanding charges (for example, receive a payment on the Tenant Ledger, choose the payment type of ePay, and apply it to the $1000 outstanding rent charge.)