Payment receipts
Download the receipt OneView issues once a payment is approved, and see what it needs and how it differs from the payer's proof.
Before you start
OneView gives two different documents for a payment, and they are easy to mix up.
- The proof of payment is what the payer uploaded when the payment was recorded: a photo of a cash note, a bank slip, a screenshot of a mobile money message. OneView only stores it so you can check the payment.
- The receipt is a PDF that OneView issues, in your organization's name, once you have approved the payment. It is the document your tenant keeps.
The receipt needs two things: the payment must be Confirmed, and your organization's billing identity must be complete (see step 1). A payment that is still waiting for approval, was rejected or was voided has no receipt.
1. Complete your billing identity
The receipt is headed with your organization's details, the same ones printed on your invoice PDFs. An Owner or Administrator fills them in: select Organization, open the Details tab, and complete the Billing identity section: Street address, City, Country, Phone number and Billing email. All five are needed. With four of five filled, no receipt is issued. Taxpayer number is optional: when you fill it in, it is printed on the receipt.
2. Open the receipt
Open the invoice and find the payment, or open the payment with View details. Select Receipt (in the list) or View Receipt (on the payment page). A window opens with the receipt on top and the payer's proof below it. Select Download receipt to download the PDF.
Any member of your team can download it, whatever their role. Your tenant can download the same receipt from their own payment, in the portal.
What the receipt contains
- Your organization's name and contact details at the top, and the tenant's name, the property address and the tenant's email under "RECEIVED FROM".
- A receipt number such as REC-00001. Numbers run in order inside your organization, and OneView gives one the moment you approve the payment.
- What the payment was for (property and unit), the invoice number, the payment method, the date it was received and who confirmed it.
- Amount received: the amount you approved, which is the figure that counts if you corrected it when approving.
- Your taxpayer number, if you entered one.
The PDF is always written in the tenant's language, so a copy you download to hand over reads the same as the tenant's own.
What happens next
You don't send the receipt. It is generated each time someone downloads it, so it always matches your current details. Payments approved before receipts existed have no number and no receipt.
Common problems
I can't find a button to download the receipt
Two reasons. The payment isn't Confirmed yet: approve it first. Or your billing identity is incomplete: complete all five fields in step 1. Once you do, the button appears on payments you had already approved.
The window shows "Proof of payment" but no receipt
That is the payer's proof, not the receipt. The receipt only shows when the two conditions above are met.
The amount on the receipt is wrong
The receipt takes the amount you approved. If it is wrong, an Owner, Administrator or Manager can void the payment and record it again with the right amount, as described in Record a payment. A voided payment has no receipt, and the new payment gets a new number.
My tenant says they can't download a receipt
The same two conditions apply to them: the payment has to be approved, and your billing identity has to be complete.