Choosing Which Account an Invoice Posts To

1. Start creating an invoice as you normally would.
2. In the Journal Entry Preview panel, find the debit line at the top (this is the account the invoice amount is debited to). Click it to open the account picker.

3. The picker shows two groups:

   • Receivable: your Accounts Receivable account and any AR Late Fees account your property uses.
   • Cash / Bank: your cash and trust accounts.

4. Choose an account from either group.

If you choose from Receivable

The invoice behaves exactly like a normal invoice always has:

• It debits the account you chose (instead of the standard Accounts Receivable account).
• The invoice stays open, waiting to be paid.
• A short note appears under the journal entry preview confirming which account will be credited when the invoice is paid later, for example: "Posts to this receivable. Payments recorded later will credit 1150 AR - Late Fees."
• Every subsequent payment against this invoice, whether you record it manually or the resident pays online, automatically credits that same account. You never need to correct the ledger yourself afterward.

Use this when you want an invoice to post somewhere other than your default Accounts Receivable account, for example a dedicated late-fees receivable.

If you choose from Cash / Bank

This tells URBI the money for this invoice was already received:

• A banner appears explaining that the invoice will be created as paid, and which cash account the amount is going to.
• The invoice books directly to that cash account and skips the receivable step. No Accounts Receivable line is created at all.
• The invoice is marked Paid the moment you submit it, and a payment record is created automatically.

Use this only when the payment has genuinely already happened, for example depositing a cheque or recording cash collected in person. See Recording an Invoice That Was Already Paid for the full walkthrough of that path.

What stays the same either way

Everything else about the invoice, its line items, taxes, due date, and recipient, works exactly as before. The account you choose only affects which account the invoice debits and whether it starts open or already paid.

If you never open the picker, the invoice posts to your property's standard Accounts Receivable account, exactly as it did before this option existed.