Creating a Tenancy


When you have a Client in the system and a vacant Room in a Property, you can create a Tenancy. You can create a Tenancy two ways:

1. If the Client is on the Waiting List: The first way is from a Waiting List Record (Main Menu> Waiting List> Manage Waiting List> Show All), where you click from the blue buttons.
2. If the Client is not on the Waiting List: The other way to create a Tenancy is from the Client Record, by clicking the same  button in the blue buttons. (If your Client is already a Tenant, the button will say 'View Tenancy' instead of ‘Create Tenancy’). 

Either way, clicking 
Create Tenancy opens an empty Tenancy Record:
 



When clicking Create Tenancy, most of the fields on the Tenancy record are disabled. To create a Tenancy, you need to have 3 pieces of information before you can activate the Tenancy in Chintaro, which are:

Room: Which Property/Room will the Client/household be tenanted in?
Rent: How much rent will the Tenant be paying per week?
Tenancy Start Date:  What is the first date that the Tenant(s) will pay rent for the Room/Property? 



Select a Room

Select Room: Click on  in the General section of the Tenancy Record.

The Vacant Rooms pop up box will open with the Vacant Untenantable Rooms at the top and the Vacant Rooms at the bottom. You cannot select a Vacant Untenantable Room for a Tenancy ((See Solution: Change a Vacant Untenantable Room to a Vacant Tenantable Room for instructions on changing the room status), and can only select one a Room in the Vacant Tenantable list.


 If you have many Rooms available, use the text box at the bottom of the Vacant Rooms pop up to filter the Rooms. Click on the Room to highlight, and to select, click 


 Edit the Rent Record

Edit Rent: Unless the Room selected is a new Room in a Property, the previous Rent Record will be displayed in the Edit Rent section of the Tenancy Record. 



The Rent Record will also be displayed in the middle of the Tenancy Record.
 


The previous Rent Record must be closed off, so the new Rent Record can begin on the Tenancy Start Date. Enter the date before the Tenancy Start Date in the End Date column (highlighted blue). This will close off the old rent record, and you will need to enter the new rent record for the Room.

When you close off the old rent record by putting in the day before the Tenancy Start Date, Chintaro will advise you that there is no current Rent Record for the Room. Click OK.




You will now enter the new Rent Record for your Tenant. The Rent Record will always be entered as the weekly rent amount.


Enter the Tenancy Start Date in the Start Date column, highlighted blue. Leave the End Date blank.
 
There must always be one (and only one) Rent Record with a blank End Date attached to the Room. Generating Rent will not work if there is not a current Rent Record with no End Date.

Enter the weekly rent amount in the Rent column.

Enter any Additional Charges (Furniture, Management, Garden, Utilities) if known, and if applicable. These column headings can be customised by your System Administrator through System Maintenance> Reference Tables.

Enter the Market Rent for the Property. Rent charged to a Tenant must always be less than the Market Rent of a Property (The Market Rent for shared accommodation/group housing will be the total Market Rent for the Property, divided by the number of rooms in the Property).

Click the white box next to the  icon, and the data will be saved.


Tenancy Start Date

 

Enter the Tenancy Start Date: The Tenancy Start Date will default to today’s date, but you will need to check that you enter the first date that the Tenant will be charged rent. If you are creating the Tenancy record in Chintaro after the Tenancy started, you should always enter the Tenancy Start Date as the first date the rent was charged. 


NOTE: Once you activate the Tenancy, the Tenancy Start Date will be locked. Make sure you enter the correct Tenancy Start Date before continuing.

The Rent Charged To date defaults to the date before the Tenancy Start Date. Do not change this date – the Rent Charged To date should always be the day before the Tenancy Start Date (This will be explained further when Generating Rent).



 Activating the Tenancy

Until this point, the Tenancy Record will not be saved. This is one of the few times in Chintaro that you are required to click a button to save/activate the record. If you exit out of this screen before activating, the data you have entered will not be saved and the Tenancy will not be created.

After you have checked that the Select Room is correct, the Edit Rent section is the correct amount and the Tenancy Start Date is the first date the Tenant will be paying rent (and the Rent Charged To date is the day before the Tenancy Start Date), click to activate the Tenancy. The Tenancy is now activated, and the screen will appear as below:


Select Room: Is now Property Details.


Tenancy Start Date & Rent Charged To: Dates are now locked.

Tenancy Transactions: Now shows an Opening Balance as $0.00 if this Tenant has no previous balance with your organisation. If they do, the credit or debit balance they left with their previous Tenancy will appear. 


Any Tags, Alerts and Notes will appear in the record, and all fields become active (white). You can now enter the additional data in to the Tenancy Record.


 



Click here to view the next Solution: Tenancy Screen - General Information