Lease executed
charges, deposits and rent schedules created against the tenant and unit.
Netsuite · Real-Time Gl Posting
The ledger moves when the property does
When a lease is signed, a payment is received or a work order is costed, the transaction posts to the NetSuite general ledger with its property context. No batch import, no overnight sync, no month-end catch-up.
Posted as it happensNetSuite
Posted
JE-10517Vendor bill VB-2207 · Plumbing repair
| Account | Debit | Credit |
|---|---|---|
| Repairs & maintenance · Bldg 2 | 480.00 | |
| Accounts payable | 480.00 |
Work orderBillApprovalGL
Posted 09:44
The lag you've learned to live with
In a separate property system, activity reaches the ledger on a schedule: nightly, weekly or at month-end. In between, finance is looking at the past. Receivables are stale, cash is uncertain and property P&Ls are estimates. Real-time posting closes that gap because there's no gap. The property workflow creates the transaction where the ledger lives.
How it works
How are returned or failed payments reversed?
Returned or failed payments are reversed in RIOO as soon as the bank or payment gateway reports the return, so the tenant's balance reopens and the cash entry is undone in NetSuite. Any returned-payment fee your lease allows is billed separately, and staff see the reopened balance before the tenant's next contact. Confirmgateway return notifications
- 01
Return reported
The gateway or bank flags an ACH return, a dishonoured cheque or a card chargeback.
- 02
Payment reversed
The original payment is reversed, reopening the invoices it paid.
- 03
Fee applied
A returned-payment fee is billed if the lease and local rules allow it.
- 04
Tenant notified
The tenant receives a notice and the portal shows the updated balance.
- 05
Payment method reviewed
Repeated returns can restrict the tenant to certified funds, if your policy allows.
What is real-time GL posting in property management?
Real-time GL posting in property management means each property event, such as a rent invoice, a tenant payment, an approved vendor bill or a costed work order, creates its NetSuite transaction when the event happens. There is no batch, import or summary journal in between, so the general ledger always reflects the portfolio as it currently stands.
The idea is simple, but the consequences reach every finance routine. Collections calls use today's balance, cash forecasts use today's receipts, and a property's mid-month P&L is real enough to act on. The close stops being the moment when a month of activity finally arrives and becomes a review of numbers finance has been watching all along.
How it works
How does real-time GL posting work in RIOO?
Real-time GL posting in RIOO works in four steps: configure the account mapping and property dimensions, operate normally, review live reports and drill down when needed. After the first step, no one triggers posting; each property workflow creates its NetSuite transaction at the moment of the business event.
- 01
Configure
the account mapping and property dimensions during implementation.
- 02
Operate
Each property workflow posts its transaction at the moment of the business event.
- 03
Review
Dashboards and reports reflect the ledger as it stands.
- 04
In detail
What posts, and when
Invoice issued
receivable recorded.
Payment received
cash and receivables updated and the tenant ledger applied.
Vendor bill approved
payable recorded against the property and expense category.
Work order costed
expense lands in the right property and category.
Sale closed
ownership and financial entries updated. Confirmsale accounting entries
Depreciation
posted on schedule through NetSuite Fixed Asset Management, where your account uses it.
Property context on every line
Every transaction carries its property, building and unit, using NetSuite's dimensions such as classes, departments, locations or custom segments. Confirmwhich NetSuite segments RIOO uses for property dimensions That means you can produce a P&L for one unit, one building, one community entity or the whole portfolio from the same ledger.
In detail
What changes for finance
Receivables are current
so collections conversations use today's balance.
Cash position is visible
without waiting for an import.
Property P&Ls are live
and variance shows up mid-month, not after close.
Close is review
not reconstruction.
What "real time" means here
Real-time posting means transactions are created in NetSuite when the property event happens. External services such as payment gateways have their own settlement timing, so a card payment may post on confirmation while funds settle later. Confirmgateway posting vs settlement behavior
Explore by topic
How do teams put real-time GL posting into practice?
Putting real-time GL posting into practice starts with a clear definition of what real time means, how payment timing works and what changes for daily finance routines. The three notes below cover the questions finance teams most often raise during implementation.
What "real time" means here
"Real time" is easy to overclaim, so here's what we mean. When a property transaction happens in RIOO, such as a charge, a payment or an approved invoice, the corresponding record is created in NetSuite as part of that workflow, not in a nightly batch or a monthly import. Reports that read the ledger reflect that activity. Some items still follow your accounting cycle, such as accruals, depreciation and period-end adjustments. Confirmany asynchronous processing, such as payment settlement timing
Payment timing nuances
A card or ACH payment involves an authorization, a settlement and a deposit. Your posting rules decide which events create which entries, and your bank reconciliation matches them. Talk this through during implementation.
What it changes
Daily cash, delinquency and expense views no longer wait for close.
Compare
Which entries does RIOO post for operating and payables events?
RIOO posts operating and payables entries the moment each event is approved: vendor bills to expense and payables, vendor payments to cash, rechargeable repairs to tenant receivables and capital work to fixed assets. Every line carries property and unit context, so property P&Ls and payables aging stay current throughout the month.
Account names follow your chart of accounts; the pattern is what RIOO configures with your finance team.
| Property event | Debit | Credit |
|---|---|---|
| Repair vendor bill approved | Repairs expense (property, unit) | Accounts payable |
| Vendor paid | Accounts payable | Cash |
| Tenant-caused damage recharged | Accounts receivable | Recharge income or expense recovery |
| Capital project bill approved | Construction in progress or fixed asset | Accounts payable |
| Utility bill for a master meter | Utility expense | Accounts payable |
| Rent received before it is due | Cash | Prepaid rent or customer deposit liability |
Use cases
Which controls keep real-time posting accurate?
Six controls keep real-time posting accurate, because posting immediately raises the cost of a wrong mapping or an unapproved bill. Each control uses standard NetSuite features, so your administrator and auditors already understand them, and each can be tested before go-live in a sandbox or test account.
Item-to-account mapping
Every charge type maps to one GL account, changed only by finance.
Required property fields
Transactions cannot save without property context.
Approval before posting
Vendor bills and credits route for approval by amount and property.
Accounting periods
Closed periods block back-dated postings.
Exception searches
Saved searches flag unapplied cash, unusual credits or missing segments daily.
Role restrictions
Only authorised roles can edit posted transactions, and system notes record every change.
Compare
How does real-time posting differ from a nightly sync?
Real-time posting differs from a nightly sync in when transactions exist in the ledger and how many copies of them exist. With a sync, the property system creates the transaction first and sends a copy later; with RIOO, the NetSuite transaction is the only record, so there is nothing to retry, match or reconcile between systems.
| Question | Nightly or scheduled sync | RIOO real-time posting |
|---|---|---|
| When does a payment reach the GL? | After the next sync run | When the payment is recorded |
| How many copies of the transaction exist? | Two: property system and ERP | One: the NetSuite transaction |
| What happens if a run fails? | Missing or partial postings to investigate | No sync run to fail for core records |
| Detail in the GL | Often summarised by property or day | Full transaction detail with property context |
| Month-end task | Reconcile sub-ledger to GL | Review balances already in the GL |
Who is real-time GL posting NOT right for?
Real-time GL posting is not right for organisations that keep their general ledger outside NetSuite, because RIOO posts directly to NetSuite transactions. It may also feel unfamiliar to teams that prefer to review a batch of property entries before anything reaches the ledger; in RIOO that review happens through approval workflows instead.
It does not change bank settlement timing either. A card or ACH payment can post when confirmed while funds arrive later, so bank reconciliation still matches deposits to receipts. Posting rules for authorisation, settlement and deposit should be agreed during implementation. See payment integrations.
What changes
What changes when real-time GL posting runs on NetSuite?
When real-time GL posting runs on NetSuite through RIOO, operational work and accounting stop being two separate jobs. Transactions post to the general ledger as they happen, reports use the same records as daily work, and controls come from NetSuite roles and approvals. The changes below are the ones teams usually notice first.
- Current financialsall month.
- Earlier warningon delinquency and overspend.
- Fewer manual journalsand re-keying.
- A faster, calmer close
In detail
Which reports improve most with real-time posting?
Reports that finance and operations check during the month improve most with real-time posting, because they no longer show last night's or last month's position. Six reports usually change how teams work once they are current: cash, delinquency, property P&L, budget variance, deposits held and payables by property.
Daily cash by entity
Receipts and vendor payments as they post, for treasury and forecasting.
01
Delinquency and aging
Today's overdue balances for collections calls.
02
Mid-month property P&L
Income and expense by property, with variances visible early.
03
Budget versus actual
Overspend flagged while there is still time to act.
04
Deposits held
Deposit liability by tenant, always matching the GL account.
05
Payables by property
Approved bills awaiting payment, by site and vendor.
06
Checklist
Real-time posting configuration checklist
- Map every charge and fee item to its income or liability account.
- Map expense categories for vendor bills and work orders.
- Make property and unit context mandatory on transactions.
- Set approval rules for vendor bills, credits and write-offs.
- Agree posting rules for payment authorisation, settlement and returns.
- Build daily exception searches for finance.
- Test postings in a sandbox before go-live.
Talk to a specialist
See real-time GL posting on your own portfolio.
No batch import, no overnight sync, no month-end catch-up.
Is there a nightly sync?
No. There is no nightly sync for core property transactions in RIOO. Rent invoices, tenant payments, deposits, vendor bills and work-order costs are created directly as NetSuite transactions when the event happens. External services such as payment gateways and bank feeds connect through integrations, but they post into the same NetSuite records.
Can we report by unit?
Yes. You can report by unit, building and property because every RIOO transaction carries that context on the line. A unit-level P&L, a building's recoverable costs or a property's receivables are standard NetSuite reports or saved searches, filtered by the property dimensions RIOO adds. Confirmwhich NetSuite segments RIOO uses
Does this work across entities?
Yes. Real-time posting works across entities, because each property's transactions post to the NetSuite subsidiary that owns it. Multi-entity consolidation, currency translation and intercompany eliminations then run through NetSuite OneWorld, so group results update as quickly as each property's activity, with no separate consolidation import. ConfirmOneWorld wording
What about payments from external gateways?
Payments from external gateways connect to RIOO through integrations and post when the gateway confirms the payment, applied to the tenant's open invoices. Settlement into your bank account can follow later, so bank reconciliation matches gateway deposits to the receipts already posted. Posting rules for each payment method are agreed during implementation.
Can finance review transactions before they post?
Yes. Finance can review transactions before they post wherever an approval workflow is configured, such as vendor bills, credits, write-offs or manual charges. Approved items post immediately, while routine transactions like scheduled rent invoices post automatically, so control effort is focused on exceptions rather than on reviewing every invoice in a batch.
Related
Related to real-time GL posting
See the ledger move as the property does.
