Learn how to navigate to a property’s trust ledger, add a receipt monies entry with the correct date, reference, and payer, and understand how release dates and auto-populated amounts work.

This article covers:

• About receipting monies
• Receipt monies for a property
• Understand auto-populated amounts
• Reverse a receipt (fix mistakes)

About receipting monies

What this article covers and why it matters.

This guide explains how to receipt deposit or advertising funds into the Trust Ledger for NZ clients. You’ll learn how to enter details correctly, manage release dates, reverse incorrect receipts, and handle advertising ledger options.

Receipt monies for a property

How to navigate to the Trust Ledger and add a receipt.

1. Go to: The property card
2. Click the Financials tab > Trust Ledger
3. Click Receipt Monies to start a new receipt (bottom right)
   
4. Complete the transaction details:

• Date - Use the same date shown on your sales trust bank statement
• Deposit Into - If you have multiple trust accounts, select the correct trust account
• Receipt Type - Choose Deposit or Advertising
• From - Select the Owner or choose Other
  • If you choose Other, enter the payer's details so their name prints on the receipt
• Amount - Ensure this matches your bank statement

• Receipt # - Leave as is; the system auto-allocates sequential receipt numbers
• Method - Bank transfer, cash, or cheque
• Ref # - Use the bank statement reference
• Notes - Add context (e.g., Full 10% deposit received)
• Receipted By - Auto-fills with the current user; change only if receipting for someone else

5. If Receipt Type = Advertising:
   

• Decide whether to Create payment/credit in the advertising ledger
• Tick if you want a payment/credit created against an advertising invoice or within the advertising ledger
• Untick if you don’t use the Advertising module or do not want to create a payment/credit

6. Click Save to add the receipt to the trust ledger

Understand auto-populated amounts

Why amounts sometimes fill in for you and what to check.

When you select a Receipt Type, the amount may fill automatically based on property settings:

• Deposit - Auto-populates from the deposit $ set in Sales Details
• Advertising - Auto-populates from the Agreed Marketing Spend (VPA) on the property card

Reverse a receipt (fix mistakes)

If you entered the wrong amount, date, or other detail, reverse the transaction and then re-enter it:

1. In the trust ledger, locate the incorrect receipt
2. Click Other > Reverse
   
3. Confirm the reversal to negate the original transaction
4. Enter a reverse description
   
5. Click Reverse Transaction
6. Click Receipt Monies again and re-enter the receipt with the correct details
7. Click Save