Recording Off-Platform Payments
This article explains how to record payments received outside of PYR, including cash, check, money order, or mobile wallet payments.
Recording off-platform payments ensures invoices are marked paid, helps prevent late fees, and avoids adverse credit reporting.
When You Should Record a Payment
Record a payment when:
A tenant pays outside of PYR (cash, check, money order, or mobile wallet), and
The payment needs to be reflected on a PYR invoice
Common reasons include:
Applying a payment to an active invoice that is unpaid or partially paid
Recording a partial payment against an invoice balance
Ensuring the payment appears in tenant history and/or credit reporting
Payments should always be recorded after funds have been received.
When You Do Not Need to Take Action
No action is required if:
The payment was made online through PYR
The payment should not be applied to a PYR invoice
You do not need to retain a record of the payment
If no payment record is needed, the invoice should be deleted.
See Deleting an Invoice for more information.
How to Record a Cash, Check, Money Order, or Mobile Wallet Payment
Follow the steps below to apply a payment received outside of PYR.
Steps
Click Tenants
Search for and select the tenant
Click Edit
Select Invoices
Locate the invoice and click Add Payment
A new screen will open.
Completing the Payment
Click Add Charge
Enter the payment details:
Amount
Payment Type
Transaction Date
Reference or Check Number (if applicable)
Description
Click Add
The payment will appear in Payment History and on the invoice. Recorded payments can be adjusted by managers if needed.
See Updating Invoices for more information.
Important Things to Know
Recording a payment does not move or deposit funds
Recorded payments mark an invoice as paid but do not process payments through PYR
Payments may take up to one hour to appear in the tenant portal
Tenants do not receive automatic notifications for manager-recorded payments
If a payment is not recorded, the invoice will remain unpaid and may result in late fees or adverse credit reporting
If a recorded payment fails or is returned (for example, a bounced check), Support must be contacted to mark the invoice as unpaid
Common Issues & Next Steps
Payment recorded to the wrong invoice
Reassign the payment from the Payment History tab.
See Reassigning Payments for more information.
Duplicate payment recorded
Delete the duplicate payment.
Payment was returned
Contact Support to mark the invoice as unpaid.
When to Contact Support
Managers can record, edit, delete, and reassign payments directly within the Manager Portal.
Support must be contacted to mark an invoice as unpaid when a recorded payment fails or is returned.