Record Money That Arrived in Your Bank Account

When a deposit lands in your bank account, reconciliation is where you say what it was. A deposit is usually one of three things: a payment from someone who owes you, money that belongs in the books but has no invoice behind it, or a transaction you have not recorded yet at all. This guide covers all three.

Who can do this: Any staff member, property manager, or board member with general ledger edit permission for the property. Recording a payment additionally requires the manage payments permission, because it settles invoices and can create account credit.

Record a payment against what someone owes

Open Accounting > Reconciliation, find the deposit on the Bank lines tab, and choose Record incoming money.

Pick the billing account the money came from. If URBI already recognized which account this deposit likely belongs to, that account is now preselected for you instead of leaving you to search for it again by the raw bank description. URBI shows what that account currently owes and lets you decide how the deposit is applied.

If you do not have the Manage payments permission needed to record a payment, URBI now tells you that up front, before you have stepped through the flow, instead of only after you press Confirm at the end. Every amount shown through this flow, including the payer's balance, is now shown consistently in your property's own currency.

• Apply it to specific invoices. Choose which invoices and how much goes to each. URBI will not let you apply more to an invoice than it has outstanding.
• Hold it as account credit. Keep the money on the account without settling anything yet. It will be available against future charges.

You can also do both: settle some invoices and hold the remainder as credit.

Which fund the money lands in

Money is recorded against the fund of what it is paying. If a deposit settles reserve invoices, it is recorded as reserve money, so the ledger reflects where the money actually belongs rather than defaulting to the operating fund.

If the screen says the payment is still being recorded

Recording a payment runs in the background. On a busy day it can outrun the screen, and when it does URBI tells you plainly that the payment is still being recorded and that the list will update when it finishes. That message is not a failure. Wait for the list to refresh rather than pressing again.

Post a deposit straight to the ledger

Some deposits have no invoice behind them: an insurance settlement, an interest credit, a rebate. Choose Post to ledger on the bank line, pick the account it belongs to, and add a note.

This posts a journal entry and reconciles the bank line in one step, dated to the day the money landed.

If URBI cannot post the deposit, for example because the accounting period it falls in is closed or the account you picked is archived, you now see the specific reason in plain words. Previously most refusals here showed only "we could not post this deposit, refresh and try again," which never actually changed the outcome.

Add a transaction your books are missing

If a bank line has no counterpart in your books at all, choose Add a missing transaction. URBI posts the entry and links it to the bank line together, so the two can never disagree.

If you press it a second time, for example because the first press appeared to fail, URBI returns the entry it already posted rather than posting a second one. You will not end up with the same money recorded twice.

Undo

A payment recorded from a bank line can be undone from the confirmation that appears after it, or from the bank line afterwards. An undo reverses the payment and releases the invoices it settled.