Tenancy - Arrears Management

Modified on Wed, 29 Jun, 2022 at 11:34 AM

The Arrears Management functions in Chintaro are designed to be flexible to suit your organisation's process. When a tenancy falls into arrears, you can manage your process on an individual tenancy screen, or from the Arrears Management screen.

This solution details:

Managing arrears on an individual tenancy
Managing arrears for more than one tenancy
Why can't I see the Accrued Balances on the Arrears Management screen?
Removing an Arrears Action from a Tenancy screen

Managing arrears on an individual tenancy

Managing arrears for more than one tenancy

To manage the arrears of more than one tenant, from the Home Screen, click Tenancies, then click Arrears Management.

A warning pop up will open, advising you that the Arrears Management screen may take some time to load. Click Yes to continue.

The Arrears Management screen can be viewed in one of two formats:

As At Today (or Accrued Total Balance and Accrued Rent Balance): This option will show additional columns for the tenant balances in the same way that the 'Balance As At Today' button works on the Tenancy Screen. The Accrued balances are always ‘As At Today’. The Balance, Rent Balance and Non-Rent Balance columns will be displayed as generated as at the date entered on the screen.
As Charged (or total Balances): This option will show users the entire tenant balances as charged. It does not accrue the balances as at today, it will show the entire amount that the tenant owes.

Step 1: Select the Arrears Action

Select which option you would like to perform for your tenant(s) by selecting either Arrears Notice (Documents -EG letters), Arrears Action (Not documents -EG telephone call), Email or SMS.

If you are selecting:

Option	Action
Arrears Notice	Click on the template you would like to run.
Arrears Action	Click on the action you have performed.
Email	Enter the details on the screen regarding emailing your tenant(s)
SMS	Type the SMS you would like to send to your tenant(s).

Step 2: Select the tenants you would like to perform the action for

Filter the screen (click here if you're unsure how to do this) to the tenants you would like to contact. Some fields you may find useful for filtering on the Arrears Management screen are:

Field	Description
For Accrued Balances: Accrued Rent	The amount of rent the tenancy is owing as at the date the screen is run.
For As Charged Balances: Rent Balance	The balance of the rent charges.
Days	The number of days as charged that the tenant is in arrears.
Last Arrears Action	To view where in your process the tenant is in, for example, if they have had a phone call or breach notice sent, or if it's time to send the notice to vacate. Any tenancies that have agreed to a repayment plan will show in green:
Latest Arrears Action	To view where in your process the tenant is in, for example, if they have had a phone call or breach notice sent, or if it's time to send the notice to vacate. Latest Arrears Action includes the date and the amount the tenancy was in arrears when the action was taken. Any tenancies that have agreed to a repayment plan will show in green:

When your screen is filtered, select the tenant(s) you will to perform the action for by ticking the Include box:

Step 3. Apply the action to the tenancies

Click the corresponding blue button at the top of the screen to the action you are taking, for instance:

Option	Button
Arrears Notice
Arrears Action
Email
SMS

Once you have clicked the corresponding blue button, a confirmation pop up box will advise you the record(s) were added to the Arrears Action history successfully.

The Tenancy Record will now be updated to show the Arrears Action that was taken in the Arrears Action box:

If you are a Victorian Chintaro user and need to apply the 5 strikes policy to arrears management, see the section below.

5 Strikes functionality in line with Victorian Residential Tenancies Act Law

Under the rental laws there is now a 5 strike system in place for non-payment of rent in Victoria. Every 12 months renters can receive up to four notices for non-payment of rent. Each notice is recorded as a strike. More information on strikes is found here.

To determine which actions are considered 'strikes', open System Maintenance > Reference Tables > Arrears Action and tick the Strike box for any action you will consider a strike.

Why can't I see the Accrued Balances on the Arrears Management screen?

In order for the Screen to update to the date chosen, users must enter the date and then click 'Enter' on their keyboard.

Users can set the default display for this screen by going to Home > System Maintenance > Preferences > Finance: Arrears Screens - Include Accrued?

Removing an Arrears Action from a Tenancy screen

This may be required if you have used the Arrears Management screen to apply an Arrears Action but this was done by accident.

Open the Tenancy screen (Home > Tenancies > Manage Tenancies > double click to open the Tenancy screen) and go to the Arrears Action box:

Double click on the action you wish to remove. This will open the Arrears Action box:

Untick the Active box of the Action you want to remove:

Click Exit. The Arrears Action will no longer appear:

Then, double click on the Note that was created at the same time as the Arrears Action:

This will to open the Note Details pop up. Tick the Transfer this Note box, and click Transfer to Client Notes Buffer:

Click Yes to the warning message, and the note will be removed from the Tenancy.