Tie a Refund to a Bank Line

When you refund someone and the money leaves your bank account, the withdrawal shows up on your statement like any other. Tying it to the refund tells URBI the two are the same event, so the refund stops looking unreconciled.

Who can do this: Any staff member, property manager, or board member with the refund permissions for the property.

Tie the withdrawal to a refund

Open Accounting > Reconciliation, find the withdrawal on the Bank lines tab, and choose the refund option. URBI shows the refunds that could match it.

Pick the refund and confirm. URBI posts the entry that records the money leaving and links it to the bank line.

The date the refund is booked

A refund is booked on the day the money actually moved, which is the date on the bank line, not the day you pressed the button. This matters at period boundaries: a refund for a deposit that landed in one month is booked in that month, so it does not drift into the next one.

If the period the refund belongs to is already closed, the refund is refused rather than quietly relocated into an open period. Re-open the period if you need to record it there.

If you lower an allocation while splitting a refund

When you are allocating a refunded deposit across more than one bill and you lower an amount you already typed, the leftover is no longer stranded. You can now send the freed amount to surplus or put it toward another bill, and going back a step to re-check your entries no longer discards what you had entered.

Refunds against reserve expenses

If the expense being refunded belongs to a reserve fund, the refund carries that reserve fund through to the ledger. Reserve money returns to the reserve.

Undoing a refund tie

Choose Undo refund tie on the bank line. This releases the tie and puts the bank line back to unmatched.

Every tie and every undo is written to the property's accounting audit log with who did it and when.

Everything here is recorded

Every action on this screen is written to the accounting audit log: reconciling a line, creating an expense from one, recording a payment, tying or undoing a refund, ignoring a line, and adding a missing transaction. When a change is made automatically by a matching rule rather than by a person, the log records the rule engine as the actor rather than attributing it to whoever happened to start the run.