Setting up Transaction Groups allows you to group various sets of Non-Rent transaction types together. This allows you to see the Tenants balance of Amenities, Damages, Furniture, Gardening, Key, Loan, Parking, Rent, Rent Arrears, Utilities, Water and Other. This also allows for greater breakdown of totals for non rent transactions.
Setting Up Transaction Groups
From the Home Screen, click System Maintenance, then click Reference Tables. Click the Transaction Type Reference Table.
Go to the Txn Group column in the Transaction Types reference table:
Chintaro will match transaction types to transaction groups, based on the transaction type name. For example, all water transactions are grouped in to the Transaction Group of Water.
For all Transaction Types that do not have a Transaction Group, you will need to select a Transaction Group that this transaction belongs to. For example, Home Care Transactions may be grouped in to the 'Amenities' Transaction Group, so you will select 'Amenities' from the Txn Group drop down list:
Transaction Types of 'Tenant Maintenance Charge' and 'Tenant Maintenance Payment' will be classified as 'Damages' etc.
Continue down the list of Transaction Types and select a Transaction Group for each type:
Once the Transaction Groups have been assigned to each Transaction Type, these will appear on the Balances section of the Tenancy scree, and on the Tenancy Transactions ledger for each Tenant:
Setting Up Payment Splits and Arrangements
If you have not already set up Payment Splits or Arrangements for your Tenants, please view the following hyperlinks:
Once your transaction groups have been set up in Chintaro, and you have Splits or Arrangements set up for your Tenants, there are a number of ways to view the balances of each group.
From the Home Screen, click Finance, then Tenancy Balances. The Tenancy Balances screen will open:
To see your Tenant's balances for each of their Transaction Groups, scroll over to the right hand side of the screen. You will see columns of Split Categories with corresponding Split Balances:
The Tenant's splits or arrangements Transaction Groups will appear in the same order here as they appear on the Tenancy screen (Payment Arrangements).
For example, the Payment Arrangement on Roger Daltrey's Tenancy shows Split 1 as Furniture Payment (grouped in to Furniture), Split 2 as a Home Care Payment (Grouped in to Gardening), Split 3 as Utilities Payment (Grouped in to Utilities) and Split 4 as Loan Payment (Grouped in to Non Rent):
The Tenancy Balances screen shows the same order of transaction groups (Split 1 = Furniture; Split 2 = Gardening, Split 3 = Utilities; Split 4 = Other).
Transaction Group Balances in the Arrears Management screen
Transaction Group balances are also found on the Arrears Management screen. Only the 7 hard coded Transaction Groups (Rent, Non Rent, Amenities, Damage, Gardening, Utilities and Water) will appear on this screen.
From the Home Screen, click Tenancies, then Arrears Management. The Arrears Management screen will open:
To view the Transaction Group balances, scroll to the right hand side of the screen. The columns for the Transaction Groups will appear as follows (Amenities Balance, Damage Balance, Gardening Balance, Water Balance, etc):
Setting up Word Merges for Transaction Groups
Once your Transaction Groups have been set up, you can create Word Merges to Tenants with a breakdown of how much they owe you for each transaction group balance.
To add the Transaction Group fields to a Word Merge Template, please view Setting Up Word Merges
When you are adding the Transaction Group fields in to a template, you will use the following fields in the Arrears.txt file:
Once you have added the template to Chintaro (System Maintenance> Set Up Word Merges), you will be able to Word Merge your Tenants from the Arrears Management screen with a break down of their Non-Rent balances:
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