⭐️ The move-in/move-out tool can be found in admin tools and exists so that you can document the sale or transfer of properties between individuals and/or entities. This often involves outstanding charges where you can decide how they are transferred, settled, or waived at that time.
Settling open charges as Paid at Closing (Move In / Move Out)
When ownership changes and the seller pays open unit charges at closing, you can use Move In / Move Out to record that those charges were paid with the closing check. This applies the payment to the charges on the unit ledger. It does not mean the check has been deposited or matched to the bank yet.
👉 What “Paid at closing” means
For each charge you mark Paid at closing, the system records a resident receipt for that charge’s outstanding amount, allocates it to the charge, and marks the charge paid.
Think of this as: we received the check and applied it to these charges.
It is not: this check is already deposited / cleared in the bank.
👉 Recommended workflow
(one closing check covering multiple charges)
Create the open charges on the property first, with the correct charge categories.
Open Move In / Move Out for that property.
In Actionable Open Charges, set each charge paid at closing to Paid at closing.
Optionally enter the check number. If one check covers several charges, use the same check number on every paid-at-closing charge (or enter it once and use "Apply this check number to all paid-at-closing charges").
Select the deposit bank account if prompted, add an optional note if helpful, then submit the handoff. The note (if entered) is not displayed in day to day operations, but it is searchable text in the manual payment register search and is stored for any audit reporting later.
If three charges are paid with one check, the system creates three "offline payments" (one per charge). That is expected. Using the same check number on all three makes the later bank step easier. Offline Payments is the same "receipt" type entry you will see in undeposited/pending deposits. You will also see these in the Property Detail page (since paid at closing, these are visible to the new owners).
👉 What you still need to do after the "handoff" is complete
After paid-at-closing receipts are created, complete the normal cash/bank workflow:
If your organization uses Undeposited Funds: the receipts appear with other undeposited payments. When you deposit the physical check, select those closing receipts, make the deposit, then match the bank feed to that deposit.
If your organization does not use Undeposited Funds: the receipts already post toward the selected bank account. Match the bank deposit line to those receipts in Financial Inbox / bank transactions when the funds clear.
Paid at closing does not create a special Financial Inbox task by itself. The receipts show up in the pending/undeposited payment queue and as match candidates when bank activity arrives.
⭐️ What you do not need to do again
You do not need to go create a new payment entry and allocate that cash to the same charges a second time. That application to the charges already happened when you marked them paid at closing. The remaining work is depositing and/or linking those receipts to the bank—not re-applying them to the charges.
👉 Paid at closing vs other options
Leave on property - balance stays open for the property / new owner.
Waive / write off - forgive the balance (not a payment).
Paid at closing - record that the closing check paid these charges; deposit/match the check later through the normal undeposited-funds or bank-matching process.
Notifications: No new notifications are send regarding these charges or payments.