If you have had your existing Client and Property data converted, it may be your responsibility to create your Tenancies in Chintaro.
This usually occurs when Chintaro Support did not receive your Tenancy data (Legacy data, opening balances, rent charged to dates, etc).
If your Tenancy data is from a Real Estate Agent's Statement
If your Tenancies are currently managed by a Real Estate Agent, you will most likely be provided with a statement from the end of the month advising:
- Property Name
- Tenant's Name
- Weekly/Fortnightly Rent Amount
- The period the Tenant has paid for
- How many periods they paid for in their last payment
- How much they paid in their last payment
- How much is on their account after their last Rent payment
It may look similar to the following table:
in the toolbar and find the Primary Tenant's Client record. Double click on their row to open their Client screen.4. If the Room you selected hasn't had a Tenancy before, you will get a message saying 'WARNING! There is no current rent record for this room!' Click OK.
If you know the Tenant's Opening Balance as at a date
Once you Client and Property data is converted to Chintaro, you will need to create Tenancies for your Tenants and enter the information from the Real Estate statement.
1. To create a Tenancy for a Client, clickin the toolbar and find the Primary Tenant's Client record. Double click on their row to open their Client screen.
2. Click Create Tenancy from the blue buttons at the top of the screen.
3. A blank Tenancy record will open. First, click Select Room on the left hand side of the screen, and select the Room the Tenant will be tenanted in to. When selected, click Update.
4. If the Room you selected hasn't had a Tenancy before, you will get a message saying 'WARNING! There is no current rent record for this room!' Click OK.
5. You may receive another warning from Chintaro advising 'There is no latest Rent Record for this Tenancy, that is, a Rent Record that does not have an end date'. Click OK.
6. Now, you will need to enter the Rent Record in the middle section of the screen. The Rent Record is always entered in weekly figures.
In the first line of the above example, we can see that Michael Jackson's rent is $105 per week and he has paid up to 07/09/2016. This means the first day of the next rent cycle is due to start on the 08/09/2016 (the day after the paid to date), so we would enter the 08/09/2016 in the start date of the Rent Record.
Tab past the 'End Date' field, and we would enter the weekly rent amount of $105 in the Rent column. Enter any other weekly charges in the other fields and enter the Market Rent for the Room in the Market Rent column.
7. Next, you will need to change the Tenancy Start Date on the left hand side of the screen. The Tenancy Start Date should always be the day after the 'Paid To' date.
In the example of Michael Jackson, the Tenancy Start Date will be the 08/09/2016 (the day after the 'Paid To' date on the Real Estate statement, and the same date as the Start Date of the Rent Record).
After entering the Tenancy Start Date, press <TAB> or <ENTER> on your keyboard, and the the Rent Charged To date will show day before the Tenancy Start Date (and the same date as the 'Paid To' on the Real Estate statement EG. 07/09/2016):
8. Click Activate.
9. The Tenancy record will become active, with an opening balance of $0 in the Tenancy Transactions ledger:
If the Tenant has a balance other than $0.00 in the 'Balance' section, you will need to enter this in to the Tenancy Transactions ledger.
10. Double click on the Opening Balance, and click Transfer This Transaction, and then select Transfer To Buffer Account. Click Yes to the message asking if you're sure you want to transfer the transaction to the buffer.
11. Click Enter Transaction.
NOTE: When you're creating Tenancies with opening balances in Chintaro, you will need to understand who is in arrears and who is in credit. Statements may show arrears and credits differently, so please check that you understand the statement from your Finance Team.
In our example, a minus amount is the amount that the Tenant owes our Organisation in arrears. Michael Jackson has -$544.23 showing as his balance.
12. Depending on the balance, the Tenant may be in credit or arrears. If the Tenant is in credit to your Organisation, you will enter the opening balance as a Credit Rent Adjustment (CR RENT ADJ). If the Tenant is in Arrears, you will enter the opening balance as a Debit Rent Adjustment (DR RENT ADJ).
If balance is a credit: Select CR RENT ADJ from the Transaction Type drop down list.
If balance is arrears: Select DR RENT ADJ from the Transaction Type drop down list.
Enter the Date as the 'Paid To' date on the Statement (or the same date as the Rent Charged To date on the left hand side).
Enter the Amount.
In the comments section, enter something like 'Opening Balance as at *RENT CHARGED TO DATE* (EG. Opening Balance as at 07/09/2016)
Click Add.
13. You may want to Generate Rent at this stage. If you do want to Generate Rent for the individual Tenant, click Generate Rent.
You may need to generate the rent to align the rent charges with the Tenant's payment date (EG Centrepay date in Australia/ WINZ date in New Zealand). Click here to see how to Generate less than 14 days Rent for a Tenant.
You may not want to align rent charges to the Tenant's payment date. Click here to see how to Generate 14 days Rent for an Individual Tenant.
If you do not want to align the rent charges with the Tenant's payment date, you do not have to Generate Rent at this stage, and leave it until you Generate Rent in Bulk.
14. Click Exit.
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