When to use this: A resident, attorney, or other payer sends one physical check that covers balances on more than one lot or property in your community. Common examples include attorney collection fees split across several lots owned by the same client, or one household paying multiple parcels with a single check.
What you need to know upfront: Vlge records payments per property, not as one payment split across lots. You will record one payment entry for each lot, then group them into a single bank deposit, then match one bank feed line when the check clears. That is the correct workflow and keeps unit ledgers, deposits, and bank reconciliation accurate.
How it works (the big picture)
Think of it in three layers:
Receive the money on each lot's ledger (relieves A/R per property)
Deposit the check at the bank as one combined deposit
Match the bank feed when the single deposit line appears
The system is designed for this. You are not doing anything wrong by entering the same check more than once. Each entry is that lot's share of the same check.
Before you start
Confirm the following:
Charges exist on each lot for the amounts you expect to collect (legal fees, assessments, etc.)
You know how much of the check applies to each lot (the three amounts must add up to the check total)
You have the check number (or other reference) from the payer
Your organization has Undeposited Funds enabled (recommended). Find this under Financials → Banks → Advanced Settings → Enable two-step check workflow. If you are unsure, ask your administrator. This article assumes that workflow is on, which is the standard path for check handling.
Step 1: Record a payment on each lot
You need one payment record per lot, each for only that lot's portion of the check.
Option A: Record from the unit page (best when you need to pick specific charges)
Use this when you want to apply payment to particular charges (for example, a specific legal fee line item).
Go to Community Management → Units
Open the first lot (e.g. Lot 21)
Click Record Payment
Enter:
Amount received: that lot's share only (not the full check)
Payment method: Check
Payment date: the date the check was received
Reference / check number: the check number from the payer (use the same number on every lot)
Notes: optional (e.g. "Attorney collection fee, shared check")
In Apply to Charges, assign the amount to the correct charge(s) on that lot
Save the payment
Repeat for Lot 22, Lot 224, and any other lots on the check
Option B: Record from Billing (faster when entering several lots in a row)
Use this when charges are straightforward and you want to move quickly through multiple properties.
Go to Financial Dashboard → Billing & Collections → Record Payment
Search for and select Lot 21
Enter that lot's portion of the check, payment date, and the check number
Save
Select the next lot and repeat until every lot on the check has its own payment entry
Note: This form applies payment to outstanding charges on that lot automatically (oldest first). If you need to target a specific charge, use Option A from the unit page.
Rules to follow
Never enter the full check amount on a single lot if it covers multiple properties
The sum of all lot payments must equal the check total
Use the same check/reference number on every payment for easy tracking
Double-check amounts before moving to the deposit step
Example: A $900 check covers three lots:
Lot | Payment amount |
Lot A | $300 |
Lot B | $350 |
Lot C | $250 |
Total | $900 |
You would create three separate payment records, not one $900 payment.
Step 2: Mark Deposited (one deposit for the whole check)
After you take the check to the bank, group all related payments into one deposit batch.
Go to Billing & Collections
Open Pending Deposits (or the pending deposits section/modal)
Find the payments you recorded for Lots 21, 22, and 224
Select all of them (checkboxes). They should total the check amount
Choose:
Deposit bank account (the account where the check was deposited)
Deposit date (the date it hit the bank)
Deposit reference (optional: deposit slip number or batch memo)
Click Mark Deposited
What happens in the books: The system posts one journal entry moving the combined total from Undeposited Funds into your operating checking account. Resident A/R was already relieved when you recorded each payment in Step 1. This step reflects the physical deposit at the bank.
Step 3: Match the bank feed line
When the deposit clears and appears on Financial Dashboard → Transactions:
Look for the single deposit line matching the check total and deposit date
Use one of these paths:
Click the wallet icon on the bank transaction to pair it with the pending deposit batch, or
Review any suggested deposit match banner at the top of Transactions and click Confirm
You are matching one bank line to the combined deposit, not matching each lot payment separately.
After matching, those payments show as linked to the deposit. You should not need to categorize that bank line as income; the resident payments already handled A/R.
Splitting within one lot vs. across lots
These are different things:
Across lots (this article): Record separate payments per lot, then batch at deposit time.
Within one lot: If a single lot has multiple outstanding charges (e.g. two legal fee assessments on Lot 21), you can split one payment on that lot across those charges using the Apply to Charges table on the unit Record Payment screen. That does not help you split across Lots 21, 22, and 224 in one entry.
Common scenarios
Attorney check covering legal fees on multiple lots
Verify legal fee charges are posted on each lot
Record each lot's portion with the attorney's check number
Mark Deposited once for the full check
Match one bank deposit line when it clears
Same owner, multiple lots, one household payment
Same workflow. Each lot has its own ledger and A/R. Record per lot, deposit once, match once.
Check amount does not match charge balances
Record what the check actually covers per lot. If a lot's payment exceeds outstanding charges, contact your administrator or apply credit per your association's policy. Do not put the entire check on one lot to "make it balance."
Troubleshooting
I only see one payment but the check was for three lots.
You likely recorded the full amount on a single lot. Void or correct that payment per your admin process, then re-enter one payment per lot with the correct split amounts.
Pending Deposits total does not match the check.
You may have missed a lot, entered a wrong amount, or already marked some payments deposited. Review the payment register under Billing → Record Payment and confirm all lot payments are present and still pending deposit.
I cannot find the bank line on Transactions.
The deposit may not have cleared yet, or the bank feed has not synced. Use Actions → Sync All Accounts on Transactions. Same-day WAB memo-posted lines may show as Same-day until final posting overnight.
Do I categorize the bank deposit as income?
No. Resident check payments already credited A/R when you recorded them. The deposit match links the bank activity to payments you already booked. Categorizing again would double-count.
Can I record all three lots in one payment form?
Not today. One payment equals one property. Use separate entries per lot, then batch at Mark Deposited.
Quick checklist
Charges posted on each lot
Payment recorded on Lot A(correct amount, check #)
Payment recorded on Lot B (correct amount, same check #)
Payment recorded on Lot C (correct amount, same check #)
Lot payment amounts sum to check total
All payments selected and Mark Deposited together
One bank feed line matched to the deposit batch
Related articles
Transactions (viewing, categorizing, and matching bank activity)
Billing & Collections (charges, invoices, and payment recording)
Undeposited Funds (Banks → Advanced Settings)