Creating a Vacated Tenancy record to allocate Arrears payments (re-create Tenancy at Property)

Modified on Mon, 23 Jan, 2017 at 4:09 PM

If you have recently started using Chintaro, but you have only had your Active (current) Tenancies converted, you may wish to create Tenancies for vacated Tenancies, to track arrears and payments.

This is easy if there is no one in the room they stayed in, but what if someone has since been tenanted in that room?

It can be done, but be careful and make sure you follow all the steps, which are:

1. Search for the Debtor Client

2. Temporarily vacate the current Tenancy in the Room the Debtor Tenant was previously housed

3. Create a Tenancy for the Vacated Debtor at the Property they were Tenanted in

4. Enter transactions for debits

5. Vacate the Debtors Tenancy

6. Reactivate the Current Tenancy

Note: If you have a Close Period entered in the system, you will need to unlock the period before you start or you will not be able to enter backdated transactions to the vacated debtors Tenancy. To change the Close Period date, from the Home Screen, click System Maintenance> Preferences> Finance> Close Period, you will need to take note of this date, then change it to a date way in the past EG: 01/01/1990.

1. Search for the Debtor Client

Search for the vacated debtor by the Clients Search Screen:

If the vacated debtor Client is not in Chintaro, add them by clicking the Add Client button. You will only need to add their First Name and Surname, but you can add other information if applicable.

2. Temporarily vacate the current Tenancy in the Room the Debtor Tenant was previously housed

Go to the Tenancy Search Screen, and find the Tenant in the Property the Vacated Tenant was housed. Open their Tenancy Record.

Click the Vacate button. If you get a message to say 'This Client is in Arrears. Do you want to Continue with the Vacancy', click 'Yes'. If you get a message to say 'WARNING! Rent has been calculated beyond today', click 'OK'.

You will temporarily vacate the current Tenant, so don't worry about most of the details in the Vacate pop up, but ensure that the Room is left Vacant Tenantable. Then, click Vacate:

The message 'Are you sure you want to vacate this Tenant' will appear. Click 'Yes'.

3. Create a Tenancy for the Vacated Debtor at the Property they were Tenanted in

Go back to the Client Search Screen, and search for the vacated debtor. Open their Client screen and click Create Tenancy:

Click Select Room and select the Room/Property the Tenant was Tenanted in. Do not change the Rent Record. Change the Tenancy Start Date to the first day the Tenant paid rent for the Room:

Click Activate. The Tenancy will become Active.

4. Enter transactions for debits

Double click the Opening Balance, and send the transaction to the Buffer Account (Transfer this transaction> Transfer to Buffer Account).

Click Enter Transaction. Enter the Rent Arrears payment as a debit rent adjustment (DR Rent ADJ) from the date the Tenant Vacated, and enter the Amount and any relevant Comments:

Click Add. The transaction will appear in the Tenancy Transactions ledger, and the balance will appear in the Balances section in red (debit):

Enter any other transactions for debits the Vacated Debtor owes:

5. Vacate the Debtors Tenancy

Click Vacate. Enter the Tenancy End Date as the date the Tenant vacated, and leave the Room as Vacant Tenantable:

6. Reactivate the Current Tenancy

Go to the Tenancies Search Screen and click Show All + Vacated. Find the Tenant who is currently in the Property/Room. Double click to open their Tenancy Screen:

Double click on the words 'Vacated Date':

Chintaro will show a 'WARNING! This Tenancy will become Active again. Do you want to do this?'. Click Yes:

The Tenancy will now be active again, and you can send the 2 notes regarding the vacating and reactivating to the Buffer Account: