TABLE OF CONTENTS

Accounting Navigator Overview

Path: Navigator → Accounting Section


The Accounting Navigator provides shortcuts for:

  • Enter a Transaction
  • View a Register (Lease, Owner, Property/Unit)
  • QuickPay
  • General Ledger
  • Meter Readings
  • Accounts Payable
  • Create Deposit
  • Transaction Search

 

General Ledger (GL) System

PropertyBoss includes a fully integrated GL. When integrated with QuickBooks, only specific functions are available.

GL Components

  • Chart of Accounts – Houses all accounts used in the system.
  • Accounting Files – Each company/entity requiring financial separation uses its own file.
  • Journal Entries – Manual adjustments.
  • Budgeting – Annual and monthly budget creation.
  • Reconciliation – Bank reconciliation.
  • Deposit & Transaction Mapping (for QuickBooks users).


Budgets (Full Workflow)

Path: General Ledger → Edit Budgets


Step‑by‑Step Instructions 

  1. Click New to create a budget.
  2. Enter:
    1. Budget Name
    2. Budget Year
    3. Starting Month
  1. Select the Properties included in the budget.
  2. Choose Accounts or Account Groups to include.
  3. Enter Annual Amounts OR enter Month‑by‑Month amounts.
  4. Save the budget.
  5. Use available reports:
    1. L350 Annual Budget Report
    2. L360 Month‑to‑Month Budget Report


GL Period Closing

Path: Setup Preferences → Processing Options → Accounting Periods / Close Date

  • Closing a GL period prevents editing of transactions before a defined date.


Options include:

  • Manually set the new close date.
  • Auto‑set based on:
    • 'X' days behind current date
    • Specific day of month


Accounts Payable (A/P)

Accounts Payable allows multi‑line invoice entry and vendor credit memos.

  • A/P is not available when "Fee‑Based Management" is enabled in Global Preferences.


Activating Accounts Payable

Path: Setup Preferences → A/P Preferences


Enable:

  • Use Accounts Payable
  • Require Invoice Approval (optional) 


Entering an Invoice

Path: Navigator → Accounts Payable → Enter Invoice


Steps:

  1. Select Vendor.
  2. Enter Invoice Number, Date, and Amount.
  3. Add one or more Invoice Lines:
    1. Property/Unit
    2. Transaction Type
    3. Amount
    4. Save

If Approvals are enabled:

  • Invoice enters Ready for Approval status.
  • Approver must review and approve.

 

Paying Bills / Printing Checks

Path: Navigator → General Ledger → Pay Bills


Steps:

  1. Select invoices to pay.
  2. Choose the bank account to print the check from.
  3. Print checks or create manual checks.


Check Printing Setup

Path: General Ledger → Edit Accounting File → Check Printing Setup Options


Check Layout Options

You may enable any of the following:

  • Print Logo (upper left)
  • Print Company Name & Address
  • Print Check Number (also controls MICR line)
  • Print Check Labels (for blank check stock)
  • Security Font for Payee
  • Security Font for Amount
  • Print Bank Name & Address
  • Print Top/Bottom Signature Line
  • Print Signature Image
  • “Void After X Days” comment (optional)

Printer Setup

  • Select the printer designated for checks.
  • Use F9 for alternate printer selection in PropertyHost.
  • Avoid using "Override Check Printer" except in advanced cases.

Alignment Process

  1. Print a test check.
  2. Drag text boxes (Payee, Amount, Date) to matching areas.
  3. Adjust Top/Left margins as needed.
  4. Re‑print until alignment is correct.

Check Stock Requirements

  • 3‑part, full‑page (check on top, stubs below).
  • Fits 8 5/8" double window envelopes (e.g., Staples Item #438614).


Deposits & Payment Handling

Deposits are managed from the Create Deposit Navigator.


Deposit Rules (Processing Options)

  • Use Bank Deposits → REQUIRED for QuickBooks
  • Separate transactions by month
  • Confirm deposit total


Deposits Workflow

  1. Select payments to include.
  2. Verify deposit total.
  3. Close deposit.
  4. Deposit appears in GL and can sync to QuickBooks.


Sales Tax Setup & Use

Path: Setup Preferences → Predefined Values → Tax Rates

Sales tax setup has 3 components:


Tax Names

Examples:

  • Sales Tax
  • Rental Tax


Tax Locations

Examples:

  • South Carolina
  • Greenville County
  • Spartanburg County


Tax Authorities

Each Location may have multiple authorities:

  • SC Tax Commission
  • GVL County Tax Commission
  • Spartanburg Fire District

 

Piggyback Taxes

Used when a tax applies ON TOP of other taxes (e.g., Quebec GST/PST rules).


Assigning Tax Location to Properties

Path: Units & Leases → Select Property → Edit Property → Tax Location**


Taxed Transaction Example

A $60 Cable charge in Spartanburg County automatically calculates:

  • 5.0% SC State
  • 1.4% County
  • 0.5% Fire District

= 6.9% total tax


Reporting Tax Activity

Use A251 Taxes Charged & Collected report.


Lockbox Payment Processing

Lockbox allows importing bank‑provided payment files.


Importing Lockbox File

Path: Tools → Import from Lockbox**


Steps:

  1. Select bank file.
  2. Resolve statuses:
    1. OK
    2. Not Found
    3. Multiple
    4. Error
  1. Map each payment to the correct Lease.

 

Processing Transactions

Click: Process Transactions

Results:

  • Creates payment transactions for each mapped row.
  • Generates Lockbox Transaction Log (A111).
  • Creates Electronic Batch Deposit.


Special Status: "Already Processed"

Occurs when the same lockbox file is re‑processed.


E‑Payments: Third-Party Payment Processor  

Called "Merchant Gateway" in PropertyBoss. The module supports:

  • Credit Cards
  • Debit Cards
  • ACH Drafts 


Registration & Activation 

Completed with a PropertyBoss Staff member


Path: Create Account > Account Approval > PropertyBoss Setup > Receive Portal Links for E-Payments

Steps:

  1. Create an Account with Vantage
  2. Receive Account and Merchant ID #s
  3. Create the E-Payment Setup in PropertyBoss
  4. Verify Setup Information with the client

 

Security Settings Needed

Under Add‑On Modules:

  • Maintain Draft Information
  • Enter/Submit CC/Bank Drafts
  • View Account Numbers (optional & sensitive)
  • Create Transfers to Owners/Tenants
  • Override Send Status
  • AutoPost CC/Drafts

 

Define EFT Transactions

Define transaction types for:

  • EFT Tenant Payment
  • EFT Service Fee
  • EFT Payment to Tenant
  • EFT Recvd from Owner
  • EFT Payment to Owner

Each must be marked Electronic Transaction (except service fees).


E‑Payment Account Setup

Path: Setup Preferences → E‑Payments → New Account

  • Configured by PropertyBoss Staff member


Fee Schedules

Fee Schedules define what the payer is charged.

For each Schedule:

  • Select draft types (CC, Checking, Savings)
  • Enter:
    • Fixed amount
    • % amount
    • Min & Max fees
  • Optional: Absorb Fee (charged to management company)
  • Verify schedule


Processing Electronic Payments


Web Portal Payments

Processed via PropertyBoss Today → AutoPost → Web Activity.


Manual EFT Tenant Payments

Posted via Lease Register → New → EFT Tenant Payment.


Batching & Sending Payments

  • AutoPost → EFT Payments Not Sent
  • Execute to send to gateway
  • Transaction log generated


E‑Payments: Bank Gateway (NACHA Processing)

Nacha processes through your bank, not through a third-party payment processor.

  • Bank Gateway creates NACHA files for ACH debits/credits.


Activation

Path: Setup Preferences → Registration → Bank Gateway Code


Bank Setup

In E‑Payment Account → Change Account → Setup:

  • Routing & Account numbers
  • Origin/Company IDs
  • Balanced vs Unbalanced files
  • File Location path


Creating a Test NACHA File

Test: Actions → Create $0 Test File

  • File contains 0‑amount transactions for every tenant/owner with EFT info.


Payment Flow (ACH Debits & Credits)

  1. Post EFT Tenant Payment (manual or portal)
  2. AutoPost → EFT Payment Not Sent – NACHA
  3. Enter “Date to Post to Recipient” & “Date of File Transfer”
  4. Generate NACHA file
  5. Upload to bank
  6. Bank processes funds