Receipts and payments

A receipt is money coming in from a leaseholder. Every receipt posts to two places at once: the leaseholder's account (reducing what they owe) and the bank account (increasing the bank balance). PropLink records both sides automatically.

Most receipts in Block Management arrive via Direct Debit through GoCardless. The rest are recorded manually for cheques, cash, BACS and card payments taken outside PropLink.

How a receipt posts to the ledger

When a £450 receipt is recorded against an invoice:

Dr Bank account           £450  (money in)
   Cr Debtor control       £450  (leaseholder owes £450 less)

The bank balance rises, the leaseholder's balance falls and the ledger stays balanced. PropLink does this automatically every time.

If the receipt is more than the invoice it is allocated against, the surplus becomes an overpayment held against the unit. See Credit notes and overpayments.

Record a receipt manually

1. Open the unit and click Financials → Record receipt.
2. Enter the amount received.
3. Choose the bank account the money landed in.
4. Choose the payment method: BACS, cheque, cash, card, other.
5. Enter the received date.
6. Optionally enter a reference (cheque number, BACS reference).
7. Allocate the receipt to one or more open invoices. PropLink defaults to oldest-first.
8. Click Record.

The receipt appears immediately on the unit's account, on the chosen bank account's transactions, and on the unit's statement.

Receipt batches

If you have several receipts to record at once (for example a bundle of cheques or a list of BACS receipts from a single morning's payments):

1. Open Financials → Payments → Record batch.
2. Pick the bank account all receipts go into.
3. Pick the payment method.
4. Add one row per receipt: unit, amount, reference.
5. Click Record batch. PropLink creates one receipt per row in a single transaction.

Reverse (void) a receipt

If a receipt was wrong, recorded against the wrong unit, or has been bounced by the bank:

1. Open the receipt.
2. Click Reverse.
3. Enter a reason. PropLink keeps it on the audit trail.
4. Confirm.

PropLink does not delete the receipt. It posts a compensating entry that reverses the original on the ledger. The unit's balance returns to what it was, and the bank account loses the money. Both the original receipt and its reversal remain visible with their relationship preserved.

Refunding a leaseholder

To return money to a leaseholder (overpayment refund, surplus from year-end, or any other reason):

1. Open the unit and click Financials → Refund.
2. Choose the bank account the refund goes from.
3. Enter the amount and method.
4. Confirm.

The refund posts:

Dr Debtor control          £X   (the leaseholder gets less credit)
   Cr Bank account          £X   (money leaves the bank)

Direct Debit collections through GoCardless

If GoCardless is connected, leaseholders with active mandates have their service charge demands collected automatically on the due date. The flow:

1. PropLink raises a debtor invoice on the issue date.
2. PropLink schedules a GoCardless payment for the due date.
3. GoCardless collects the payment from the leaseholder's bank account.
4. GoCardless reports the collection back to PropLink.
5. PropLink records a receipt against the invoice.

If a Direct Debit fails, GoCardless reports the failure. PropLink then surfaces it as a notification and the receipt is not recorded. See GoCardless.

Card payments via Stripe

If Stripe is connected, leaseholders can pay an invoice by card from ResidencePort. The flow is similar to Direct Debit: a successful charge becomes a receipt, a failed charge surfaces as a notification.

The History and Notes panel

The receipt page has a History and Notes panel showing creation, allocations, reversals and reconciliation status. Every event lists the user, the time and any related amount.