xSERVA Deposits and Payments

Deposits and payments in VYROX xSERVA let your management office request refundable deposits, record and verify every payment a customer makes, hold overpayments as customer advances, and control which payment channels are accepted and how they are checked. They are used by accounts staff, cashiers and property managers at HomeServa residential and condominium sites, PropServa managed properties, SmartServa smart campuses and SportServa sports clubs.

Customers pay through the user app (online gateway, e-wallet, card or manual transfer) or over the counter at your office. Each payment lands in General Ledger > Customer Payments, where your team verifies it before it counts as a receipt.

Before You Start

• You need a staff account with the billing permission to create deposit requests and work on customer payments.
• The Settings pages in this guide (Bank Details, Customer Payment Verifications, Auto Payments) need the settings permission.
• Sign in at the portal address your operator gives you and select the correct project.
• Set up at least one payment processor before customers start paying, so every payment can be matched to the right bank or wallet account.

Set Up Payment Processors

A payment processor is a bank account, e-wallet or point-of-sale terminal that receives customer money.

1. Go to Settings > Bank Details. At management body level the same page is called Payment Processors.
2. Press New Payment Processor.
3. Choose the type: Bank, e-Wallet or Point-of-Sale Terminal.
4. Fill in the fields below, tick the Supported Payment Methods for This Payment Processor, and press Add.

Supported methods are split into Over-the-Counter via Staff Portal (for example QR Code, Manual Transfer, Cheque) and User App (for example Credit / Debit Card). Tick Applicable to All Projects Managing by This Management Body to share a processor across your projects.

To change or stop a processor, use Edit, Suspend, Unsuspend, Deactivate or Delete on its row.

Choose Which Payments Need Verification

1. Go to Settings > Customer Payment Verifications.
2. Under Online Payment Gateway, tick the channels that need a staff check: e-Wallet, e-Banking, Credit / Debit Card or Convenience Store.
3. Under Manual, tick e-Wallet, Cash, Cheque, Bank Transfer or Credit / Debit Card (via POS terminal) as needed.
4. Press Save Changes.

Any method you leave unticked is marked Verified automatically when the payment is received. Most offices tick Bank Transfer and Cheque, because the customer uploads a slip that someone must match against the bank statement.

Raise a Deposit Request

Use a deposit request to bill a refundable deposit, such as a renovation, access card or utility deposit.

1. On the home screen, press the Deposit Requests tile, then press Create Deposit Request.
2. Select the property (Tower/Block, Level, Unit) and press Next.
3. Choose the Deposit Type. Pick Manually Created for a deposit that does not fit a standard type.
4. Set the Deposit Date, or leave it empty for today.
5. Enter the Line Item(s): with Quantity and Unit Price, add a Remark:, then press Preview and Create.

The list shows each request with Deposit Request Type, Amount Due, Paid and Receivable.

Track Customer Deposits

Go to General Ledger > Customer Deposits. The tabs follow the life of a deposit:

To return a deposit, press Request Refund on the paid deposit, have an approver press Approve Refund, then press Refund, enter the Reference, upload the proof of payment and press Confirm Refund. See xSERVA Credit Notes and Refunds and Deposits.

Verify Customer Payments

1. Go to General Ledger > Customer Payments.
2. Open Pending Verification. The red counter shows how many are waiting.
3. Press View Evidence to open the customer's slip, and compare it with your bank statement.
4. If the amount on the slip differs from what was entered, press Wrong Amount, enter the correct amount and press Save. The payment is marked Amended and verified.
5. Otherwise press Verify. In Verify Customer Payment, confirm the Pay Amount, Payment Method and Payment Processor, and fill in Reference No. 1, Approval Code, or Cheque Number and Cheque Clearance Date as relevant.
6. Tick Utilize Customer Advance if part of the payment should come from the customer's advance balance, then press Confirm.

Verified payments move to the Verified tab and receive a receipt number. Online gateway payments still being processed by the bank sit in Processing.

Customer Advances

When a customer pays more than they owe, the extra is held as a customer advance and used against future invoices. Go to General Ledger > Customer Advances to see every advance with In, Out and Balance, or open one customer account and press Advances to see their Total Advances. Returning an advance is covered in xSERVA Credit Notes and Refunds.

Auto Payments

Auto payment lets xSERVA use a customer's advance balance to settle a chosen recurring charge automatically when the bill is generated.

1. Go to Settings > Auto Payments.
2. In Auto Payment:, choose the transaction item, for example the maintenance or service charge.
3. Press Save Changes.

Frequently Asked Questions

Why Does a Payment Stay in Pending Verification?

Its payment method is ticked in Customer Payment Verifications, so a staff member must press Verify before it counts as paid.

Can a Customer Pay Part of an Invoice?

Yes. The invoice shows as partially paid and the balance stays outstanding until the next payment.

What Happens When a Customer Overpays?

The extra amount becomes a customer advance. It can be used against later invoices or refunded on request.

Can One Bank Account Serve Several Projects?

Yes. Tick Applicable to All Projects Managing by This Management Body when you add the payment processor.

Related Guides

• xSERVA Overview
• xSERVA Billing Cycle
• xSERVA Invoices and Consolidated Invoices
• xSERVA Credit Notes and Refunds
• Customer Accounts
• Deposits
• Statements, Ledger and Reports
• Troubleshooting and FAQ