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What are payment groups in agentOS and how do I manage them?

A payment group is created whenever you make or take a payment against a person in agentOS. Payment groups must be reconciled to a bank statement entry before they are fully posted. You can view, delete, combine, and split payment groups from within your bank account.

A payment group is created in agentOS whenever you either Make a Payment or Take a Payment against a person — including when you use the Pay People in Credit feature, which creates multiple payment groups at once.

How payment groups affect balances:

When a payment group is created, it immediately affects the person's account balance — raising or lowering it accordingly. However, agentOS will not apply that money towards satisfying transactions such as rent or fees until the payment group is fully reconciled. You can identify the reconciliation status of a payment group by its "State" column:

  • Made — the payment group has been created but is not yet reconciled
  • Authorised — the payment group has been reconciled

How to view all payment groups:

  1. Go to Accounts in the top navigation.
  2. Click Bank Accounts and open your relevant bank account (e.g., your Client Account).
  3. From the left-hand ladder, select All Payment Groups.

From here you can use the filters on the left-hand side to narrow results by date range, bank account, or reconciliation status. Click Refresh after changing any filters.

Deleting an unreconciled payment group:

If you need to remove or amend a payment group:

  1. Locate the payment group in the All Payment Groups list.
  2. Click the Actions button to the right of the entry.
  3. Select Delete.

Deleting a payment group reverses the credit or debit on the person's account, returning it to the state it was in before the payment was made or taken.

Combining payment groups:

If a single bank statement entry covers more than one payment group (for example, two separate rent payments arriving as one lump sum), you can combine them:

  1. In the All Payment Groups list, tick the boxes to the left of the entries you wish to combine.
  2. Click the Combine button at the bottom of the screen.

The selected payment groups will be merged into one, with a combined total, making it straightforward to reconcile against the matching statement entry.

Splitting payment groups:

If you need to reverse a combination, tick the box next to the merged payment group and click Split at the bottom of the screen.

If you need further assistance, contact support@agentos.com.