This article explains how to properly record transactions under Unit Payments depending on whether:
The Unit owes Council, or
The Council owes the Unit
Correct transaction types are critical to ensure balances clear properly and invoices reflect accurate amounts.
Step 1: Check the “Current Due Council” Column
Under Unit Payments, Council leaders can determine who owes whom by reviewing the Current Due Council column.
Positive number → The Unit owes Council
Negative number → The Council owes the Unit
Always confirm this number before entering a transaction.
Scenario 1: Unit Owes Council (Positive Balance)
If the Current Due Council column shows a positive number, the Unit owes money to Council. When the Unit submits payment (check, ACH, etc.), record it as follows:
How to Record a Unit Payment
Click Add Transaction
Select Payment
Enter the payment amount
Add a note (recommended):
Check number
Date received
ACH confirmation
Any relevant tracking details
This will reduce the Unit’s balance and move the Current Due Council amount toward zero.
Scenario 2: Council Owes the Unit (Negative Balance)
If the Current Due Council column shows a negative number, Council owes money to the Unit.
In this case, the transaction must be entered as a debit.
Important: Credit vs. Debit Explained
Credit → Increases the amount owed to the Unit
Debit → Decreases the amount owed to the Unit
If Council is issuing a commission check and you enter a credit, the system will increase the balance owed instead of clearing it.
To zero out a negative balance (Council owes Unit), you must enter a debit.
How to Record a Commission Check (Council Owes Unit)
Click Add Transaction
Select Debit
Enter the commission amount
Add a note (recommended):
For example: “Payment issued to unit”
This will bring the negative balance to zero.
If a Credit Was Entered by Mistake
Entries cannot be edited or deleted, so you must correct the balance with additional transactions.
Recommended Correction Method (Best Practice)
Enter two debit transactions for clarity:
Debit #1 – Correction Entry
Amount: Same as the incorrect credit
Note: “Correction of incorrect credit entry”
Debit #2 – Commission Payment
Amount: Commission check amount
Note: “Payment issued to Unit”
While you could technically combine this into one entry, using two separate debits creates a cleaner audit trail and prevents confusion later.
Quick Reference Guide
Current Due Council Shows | Meaning | Transaction Type to Use |
Positive number | Unit owes Council | Payment |
Negative number | Council owes Unit | Debit |
Best Practices
Clear any balances by March 31st. They will roll forward to the new year on 4/1.
Always check the Current Due Council column before entering a transaction.
Add clear notes for every transaction.
When correcting errors, prioritize clarity for future reporting and audits.