Record a fee payment

In flatnumber, collecting a fee and recording income are the same act. You do not tick a box; you record the money that came in, and the fee settles itself.

Steps

1. Open Funds and open the fee that has been paid.
2. In the payment section, the amount is filled in with what is still pending.
3. Change the amount if the owner paid only part of it, and add a note if it helps ("Bank transfer, 3 March").
4. Submit the payment.

What happens next

• The payment is recorded as income in the current financial year, so the association's balance goes up.
• The fee's pending balance goes down by the same amount. When it reaches zero, the fee shows a tick — for you and for the owner.
• The owner's My balance updates immediately.
• The payment appears in the fee's list of payments, so there is always a record of who paid what and when.

Good to know

You cannot record more than is pending. If you type a larger amount, flatnumber stops you before anything is saved. If an owner really has overpaid, record the pending amount against this fee and the remainder against another of their fees.

A payment is dated the moment you record it. There is no date field, so record payments as they arrive rather than in one batch at the end of the quarter — otherwise the dates in your accounts will be the dates you typed them, not the dates the money came in.

Part payments are fine. Record each one as it arrives; the fee keeps a running pending balance.

You can delete a payment without deleting the fee. Each payment in the list has its own delete icon. Deleting it undoes everything: the balance goes back down and the owner's debt goes back up, as if the payment had never been recorded.

Common questions

An owner paid several fees with one transfer. Record one payment against each fee. It takes a moment longer, and it keeps every fee's history correct.

The fee still shows as pending after I recorded the payment. Check the amount: if even a small remainder is left, the fee is not settled and the tick does not appear.

Do owners get an email when I record their payment?
No. They see it in the app.