Payment Allocation Rules

Overview

The Rental Ledger applies balance-applying payments to open charges. The payment record stays as one posted payment, while the ledger calculates how much of that payment applies to each charge.

This keeps balances consistent across Rental Detail, Rentals, Dashboard, reports, invoice tracking, and payment history.

Allocation Order

The ledger sorts balance-applying payments by payment date, then applies them to open charges. Payments with earlier dates are considered before later payments.

Payment type can also target specific charge types before any broader allocation is used.

Targeted Payment Types

• A Security Deposit payment targets unpaid security-deposit charges.
• A Last Month Rent payment targets an unpaid last-month-rent charge.
• A Pet Deposit payment targets an unpaid pet-deposit charge.
• A Cleaning Fee payment targets an unpaid cleaning charge.
• Rent and Late Fee payments apply to remaining charges in charge order when they are not targeting a specific deposit or cleaning charge.

Excess Payments And Credits

If a payment is larger than the currently open matching charges, the extra amount becomes unapplied credit. That credit can apply to future charges as they appear in the ledger.

This is why a payment can sometimes affect a future charge after the visible ledger period changes or a new charge is added.

Nightly Rentals

For nightly rentals, the primary rent charge is labeled Nightly Charges. If part of the nightly charges is due at booking, the booking-due portion is shown as Nightly Charges Due at Booking and treated as rent.

The remaining nightly charge is reduced by the booking-due portion so the ledger does not double count the stay balance.

Refunds And Net Payments

Ledger and revenue calculations use the net collected amount, which is payment amount minus refunded amount.

A full refund removes the payment from allocation. A partial refund keeps only the unrefunded portion available for allocation.

Payments After Rental End

Payments recorded after a rental end date can still apply to that ended rental balance when the payment is scoped to the rental.

Ending a rental closes the occupancy period, but it does not erase remaining charges or prevent later balance collection.

Common Questions

• Can I manually force one payment onto one exact ledger row?The Add Payment helper can select line items and fill the payment amount, but the saved payment still follows the standard ledger allocation rules.
• Why did an overpayment apply to a future charge?Extra payment amount becomes unapplied credit and can apply as future charges appear.
• Why did my refunded payment stop reducing the balance?A refund reduces the net collected amount available for allocation.

Last Updated

May 2026