Add Manual Balances to an Account

Modified on: Fri, 13 May, 2022 at 6:29 AM

Applies to:          Stayntouch Cloud PMS          

Add Manual Balances to an Account

Use the ADD MANUAL BALANCE feature to add balances that were recorded from another system, such as another Property Management System (PMS), to ensure continuity across payment systems.


Adding a Manual Balance is not a standard procedure. It is a one-sided accounting entry that is generally only used at conversion.

Before you add a Manual Balance, you must first create a charge code that is specified with the Charge Code Type of A/R Manual Balance under Settings > Financials > Charge Codes. This can be reviewed under Settings > Financials > Accounts Receivables > Manual Balance Charge Code.

1. Locate the account that needs a Manual Balance added.

2. From the OPEN BILLS screen of the A/R Transactions tab, click ADD MANUAL BALANCE.

3. Enter the following information:

- Enter a name for the balance in the NAME field.


- The default is Manual Balance. You can choose to keep the default name or enter a more unique name.

- Enter the invoice number of the original invoice in the INVOICE NO. field.

- Enter the date that the original invoice was generated into the AGING DATE field.

- Enter the amount total of the original invoice in the amount field.

- To enter additional balances, click the green plus (+) sign.

Click SAVE.

The new Manual Balance entry appears in the OPEN BILLS tab, and the A/R Balance and Open Bills totals are automatically updated to reflect the new balance.


Follow the steps below to adjust the MANUAL BALANCE amount:


1. Find the invoice number for the Manual Balance.
Preview the statement to view the invoice number.

In this example, the invoice number is 4.

2. Offset the Manual Balance to the invoice you pulled up in Step 1 using the same invoice number and today's date for the AGING DATE value. 

The Manual Balance invoice amount is now at zero balance.

3. Select the Manual Balance invoice with zero balance the next time there is a payment to apply to other open invoices.

In the below example, payment is also applied to the Manual Balance invoice with zero balance when allocating payment to invoice #91.

Manual Balance with zero balance is no longer in open bills.

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