Tenancy Screen - Tenancy Transactions

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:

Payments from tenants are usually automatically processed by importing Centrepay or Bank Statement files, and Rent and Non-Rent Charges are usually created by generating rent in bulk, however, there will be times that you will want to add a transaction manually to the ledger. 

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:

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:

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Transfer a balance to another account

For cases where you'd like to transfer an amount across to another account, we need to enter two manual transactions:

In this case, if we'd like to we need to enter a debit of $520 to Rent, and a credit of $520 to Rent Arrears. 

Here is what the first transaction in this scenario might look like:

After those have been entered, our ledger is balanced out and looks like this:

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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.

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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.

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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

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:

The transaction will now appear in the Tenant’s Bond Transactions Ledger: 

Printing a receipt from an individual transaction

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).

In the Tenancy Transactions ledger, double click on the row of the transaction you want to print a receipt for, and click the Print Receipt button. A Microsoft Word Merge document will open with the details of the receipt.

NOTE: The receipt template can be changed easily by going to your Chintaro/Data/Templates folder and editing the template. Click here to see the Solution for Setting Up Word Merges

To print an individual invoice 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 invoice for). In the Tenancy Transactions ledger (in the middle of the Tenancy Screen), double click on the transaction you want to print a invoice for which opens the Transaction Details pop up, and click the Print Invoice button. 

A Microsoft Word merge document will open with the details of the invoice, where you can select Print to send the document to the Printer:

NOTE: Invoice Templates can be modified to suit your Organisation. The invoice template is found in your Chintaro/Data/Templates folder. Instructions on how to edit templates is found here: Setting Up Word Merges