The Tenancy Transactions Ledger is a record of all of the financial transactions between you and your tenant(s). The ledger displays in the middle of the Tenancy Record with the most recent transaction at the top of the ledger. Transactions are either Debits (charges) or Credits (payments).
This solution covers:
TABLE OF CONTENTS
- Viewing the Tenancy Transactions
- Transaction Group Balances
- Entering/Adding a Transaction Manually
- Viewing the details of a Transaction
- Transferring Transactions Overview
- Transfer transaction to another Tenancy
- Transfer transaction to the Buffer Account
- Transfer transaction to the Bond Account
- Printing a receipt from an individual transaction
- Exporting transactions to Excel
Viewing the Tenancy Transactions
To view the Tenancy Transactions of a tenancy, from the Home Screen, click Tenancies, then Manage Tenancies, double click on the Tenant you wish to view the transactions for, and the Tenancy Transactions ledger appears in the middle of the screen:
Columns in Tenancy Transactions ledger
The columns in the Tenancy Transactions ledger are:
|Date||The date of the transaction.|
|Comment||Information about the transaction.|
|Amount||The dollar figure of the transaction. Rent amounts (if paid in full) will correspond with the Latest Fortnightly Rent in the General section of the Tenancy Record. Payments will appear in black, and charges will appear in red.|
|Rent?||Indicates if the transaction is a Rent payment, or a Non-Rent payment.|
|Balance||A running balance on the right hand side of the Tenancy Transactions Ledger. This will allow the Tenancy Manager to see the balance of the Tenancy on the date a charge or payment was entered.|
The Total balance of the Tenancy Transactions Ledger will appear in the top right of the ledger. The Total will immediately show you if the Tenant is paid to date or is in arrears. If the Tenant is in arrears, the total will show in red, and Active Arrears will also appear underneath the Tenants name.
Transaction Group Balances
A tenant's Transaction Group Balances will appear at the top of the screen to give the Chintaro user a clear indication of a Tenant's balances for both Rent and Non Rent transaction groups. NOTE: Your Chintaro System Administrator will need to set up Transaction Groups for you. Click the following link to see how to Set Up Transaction Groups
If the Tenant is in credit, the transaction group balance will appear in black and if the Tenant is in debit, the transaction group balance will appear in red.
The balances for a Tenant who has only Rent transactions (and no Non Rent transactions) will appear as below:
Tenants who have Rent and Non Rent transactions groups will appear as below:
Tenants who have paid up to date are in credit, the transaction group balances will appear as black:
Up to 5 Transaction Group' balances will appear in this section, and balances will automatically increase or decrease when transactions for that transaction group are entered in to the ledger. The transaction group with the largest amount of debit will appear on the left and the credits (or the smallest amount of debits) will show on the right. Chintaro will calculate these figures in descending order from the left to right, and when payments are entered or rent is generated, these balances will update. For example, before a Transaction is entered:
When the Tenant made a payment of $212 towards gardening so the gardening balance moved down to the fourth place, and their Amenities balance moved to 3rd place as this is now a greater amount of debit:
Entering/Adding a Transaction Manually
|Transaction Type||Select the Transaction Type you'd like to add from the drop down list. This could be a charge or a payment, and Transaction Types can be customised by your System Administrator (System Maintenance > Reference Tables > Transaction Type).|
|Date||Defaults to today’s date, however, this date can and should be changed to the correct date of the transaction.|
|Amount||Enter the amount of the transaction|
Viewing the details of a TransactionTo view the details of a transaction, double click on the transaction. The Transaction details pop up will open.
Transferring Transactions Overview
Occasionally, a transaction will be entered in error, entered on to the wrong Tenancy Record, or entered in to the Tenancy Transactions ledger when it should’ve been entered as a Bond Transaction. If a transaction is incorrect on a Tenant's ledger, you have the ability to transfer the Transaction either to the Buffer Account (removing it from the Tenancy Transactions ledger), to another Tenancy Record, or to the Tenant’s Bond ledger.
To view the Tenancy Transactions ledger, from the Home Screen, click Tenancies, then Manage Tenancies and double click on the Tenant you wish to transfer a transaction for. This opens the Tenancy screen. The Tenancy Transactions Ledger is in the middle section of the screen:
To transfer a transaction, double click on the transaction you want to transfer in the Tenancy Transactions ledger which will open the Transaction details pop up:
When in the Transaction Details pop-up, click Transfer This Transaction. Ticking the Transfer This Transaction box presents you with 3 options; Transfer to Selected Tenancy, Transfer to Buffer Account or Transfer to Bond Account:
Transfer transaction to another Tenancy
To transfer the transaction to another Tenancy, select the Tenant who the transaction was meant for, in the To: box, so that the name of the correct Tenant is highlighted black.
Click Transfer to Selected Tenancy and Chintaro will advise you that the Transaction has been transferred.
NOTE: If you are transferring a charge, ensure that any matching payments are transferred also, and vice versa.
The transaction will now be on the Selected Tenant’s Tenancy Transactions Ledger, with a comment regarding the transfer.
Transfer transaction to the Buffer Account
If a transaction has been entered in error, it cannot be deleted but it can be transferred to the Buffer Account. The Buffer Account in Chintaro is like a rubbish bin. When transferring a transaction to the Buffer Account, the transaction will no longer appear on the Tenancy Transactions ledger and it will not appear on the Tenant’s statements.
To transfer a transaction to the Buffer Account, double click on the transaction you want to remove.
When in the Transaction Details pop-up, click
Click . Chintaro will ask if you want to transfer the transaction to the Buffer Account. Click Yes.
Clicking Yes will remove the transaction from the Tenancy Transactions ledger:Transactions that have been transferred to the Buffer Account will be removed from the Tenancy Transactions ledger. Your System Administrator can view all transactions that have been sent to the Buffer Account through the Audit Function.
Transfer transaction to the Bond Account
At times, Bond Transactions will accidentally be entered on the Tenancy Transactions ledger. As the Bond Ledger must be kept separate to the Tenancy Transactions ledger, you will need to transfer the Bond Transaction to the Bond Account. To transfer a Bond Transaction to the Bond Account, double click on the transaction that you want to transfer, and in the Transaction Details pop-up, click
A warning message will appear to confirm you want to transfer the transaction to the Bond Account. Click Yes to transfer the transaction:
Clicking Yes will transfer the transaction to the Bond Account:
After a Tenant has made a payment to your Organisation and you have entered a transaction in to the Tenancy Transactions ledger (instruction above), you are able to print a receipt of that payment for the Tenant.
To print an individual receipt for a transaction, you need to first open the Tenancy screen (Home > Tenancies > Manage Tenancies > double click the row of the Tenant you want to print the receipt for).