The following solution explains all of the fields of General Information on the Tenancy Record:
Client Details: Click the Client Details button to open to the Client Record (clicking Client Details whilst in the Tenancy Record, and View Tenancy whilst in the Client Record allows you to toggle quickly between screens).
Property Details: Click the Property Details button to open the Property Record.
Edit Rent: Click Edit Rent to view/edit the Rent Record.
Phone Numbers: Will default from the Client Record.
Household: Details of Related Tenants will appear as below:
Tenancy Start Date: The date the Tenant began paying rent for the Room.
Rent Charged To: Initially, the Rent Charged To date will be the date before the Tenancy Start Date. After Rent has been generated, the date in the Rent Charged To column should correspond with the last date of rent charged in the Tenancy Transactions (this will be looked after further when generating a Tenant’s rent).
Vacated Date: If blank, the Tenancy is current and active. The Vacated Date will appear when the Tenant vacates the Property.
Rent Paid To: You can find out the exact date of where a Tenant’s rent is paid to, by clicking this button. When clicked, Chintaro will open a pop-up box which asks if you would like to enter additional rent amounts or run this calculation as at a particular date:
This pop up allows you to enter a dollar figure to calculate the date a Tenant would be paid to in rent, if they were to make an additional payment. If the Tenant is not making an additional payment, and you want to calculate the date the rent is paid to currently, click OK.
Actual Start Date: The date the Tenancy first started. The Actual Start Date field is entered if your Organisation is new to Chintaro, but the Tenancy began some time ago. If so, enter the Actual Start Date in this field which will appear in Reports and on Tenant's Statements.
Payment Book ID: If the Tenant is paying via the Bank, enter the Payment Book ID in this field so the reference on their bank statement will match the Payment Book ID in Chintaro. There can only ever be one instance of a Payment Book ID; it is a unique reference number so there cannot be two Tenants with the same Payment Book ID.
Payment Type: Select how the Tenant will pay rent from the drop down list.
Transfer?: Indicates a Tenant has transferred from one Room to another within your Organisation. Tick the Transfer box to indicate that this is not a brand new Tenancy; rather it is a transfer. This is used for the NAHA report, but your Organisation may want to track transfers in this way.
Subsidy?: Indicates if the Tenant is eligible for a subsidy in transitional housing (Victoria Only).
Exp. Exit Date: If the Tenancy is short-term or you know the date the Tenant will be vacating the Room, enter the Expected Exit Date in this field.
Last Inspection & Next Inspection: Enter the Last Inspection Date, and next Inspection date (when known).
Last Rent Review and Next Rent Review Dates: The dates the Tenancy will undergo a Rent Review. These fields are used in Word Merges to advise Tenants of upcoming Rent Reviews.
Tenancy Manager: Is used to identify the Manager of the Tenancy. Select the Tenancy manager from the drop down list. Tenancy Managers are added/removed via the Tenancies Sub-Menu> Tenancy Managers screen.
Note: if you see Support Worker instead of Tenancy Manager please go Home > System Preferences > Reference Tables. Scroll to Parameters on the left, then scroll to Hanover Southern in that table and if it's set to -1, overwrite it to 0. This will now show Tenancy Manager
Program: Will default to the program entered on the Property record, if applicable.
Band: Used by Western Australian Chintaro Users. Enter the band of Affordable Housing that your Client falls in to. This will vary from State to State, but is usually dependent on individual circumstance and income.
Equity Percentage: Is used to indicate what percentage of the Property the Tenant owns, and is used in Rent Calculations.
Leaving Reason, Exit Point, Exit Outcome, # Bedrooms Exited To: All entered when vacating the Tenant and not entered at this stage.
Induction Complete & Signed Agreement: Used for the Queensland CHACA Report.
Preferred Contact: Preferred method of contact drop-down. Also visible on the Client screen, and all communication screens (Bulk SMS, Email, Word Merge for Clients, Tenancies, Waiting List, Arrears Management).
Comments: Add any additional comments about the Tenancy in the Comments field.
Creating a Tenancy eLearning Video