Recording a payment from a tenant

On receipt of a payment from a tenant, the payment should be recorded against the letting.

  1. This can be done from the following pages in the system:
    • From the dashboard page for a letting: click the “Add” button in the Tenant Receipts widget in the bottom left of the dashboard screen
    • From the “Tenant Receipts” side-menu link against a letting: click the “Add” button
    • From the “Tenant Account” side-menu link against a letting: click the “Add Receipt” button
    • From the “Home” -> “Finance” -> “Tenant receipts Import” page: search for the tenant by name, rent payment reference or letting, and click “Add Receipt”
    • From the "Rent Due" and "Rent Overdue" alerts - click the "Add Receipt" button against the relevant tenant
  2. Enter the amount received from the tenant, together with any other details of the payment (for example, which client bank account it has been paid into). Click “Add”.
  3. Review the allocation of this receipt. By default, the system will use it to pay off the oldest unpaid items (demands) for this tenant, but the allocation can be manually changed if required. Click “Confirm” to save down this receipt.

Tenant receipt allocations

When you record a receipt from a tenant, the system needs to know how that receipt is going to be used - e.g. if the payment is going towards rent, the funds will need to be passed on to the landlord, whereas if the payment is being used against a deposit, that deposit will need to be lodged with a protection scheme.  The tenant receipt therefore needs to be allocated to one or more items in the tenant account (rent, deposit, fees or expenses) - and it is these allocations that determine how it will be used.  

By default, the system auto-allocates the receipt to the oldest outstanding items on the account, but the allocation can always be manually changed by clicking the "Show All Demands" button and manually entering the allocations against the required items in the account.

Unallocated receipts

An unallocated receipt is one where the amount received from the tenant has not been fully allocated out to items in the tenant's account.  Such receipts will show up in the "Unallocated Tenant Receipts" alert.  The funds can be fully allocated by editing the receipt and manually allocation to the account.

Refunds

Refunds to tenants are simply modelled as negative receipts.  To record a refund, add a tenant receipt in the normal way (as above), but put the receipt amount in as a negative number.  You will then need to manually allocate the refund to the required items in their account (e.g. if you are refunding £100 of rent, the receipt amount will be -£100, and the allocation against the required rent period also -£100).

 

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