Use this solution if you are new to completing Rent Reviews in Chintaro and would like a step-by-step guide to all of the steps in the entire process. This solution is for all Australian States except South Australia and does not apply for New Zealand.
If you live in South Australia use one of the following links to see how to apply a Rent Calculation in Chintaro:
If you live in New Zealand, click this link to be taken straight to the Rent Review screen, as MSD will provide you with the amount of rent you can charge your Tenant.
What is involved with a Rent Review in Chintaro?
Completing Rent Reviews in Chintaro is a 5 step process, which involves:
1. Using CCeS (Centrelink Confirmation eServices) or manually entering Client's Incomes - Ensuring your Clients have up to date income information in the system
2. Ensuring households are created - Ensuring that all of the Clients in one household are linked, so that all of the accessible incomes are accounted for
3. Using the Rent Calculator - To complete the Rent Calculation in Chintaro, and get the figure for the amount you will charge your Tenancy
4. Using the Rent Review screen - To apply the Rent Review to the Tenancy at an effective date you set
5. Creating a bulk Word Merge to advise Tenants of the Rent Review - Via a bulk Word Merge function
Step 1: Use CCeS (Centrelink Confirmation eServices) to import incomes or manually enter Incomes for each Client
Each Client in a Tenancy will need to have each of their individual incomes recorded in Chintaro. This is crucial for determining how much rent the Tenancy will be charged each week. Each income is recorded individually for each Client, on their Client screen:
For Tenants who are on Centrelink benefits, you can use the Centrelink Confirmation eServices to send a batch request to Centrelink to request all of your Client incomes in a batch. When you receive the batch back, it is imported to Chintaro and the Income section is populated with the incomes and assessable rates.
For Tenants who are not on Centrelink, or if you do not want to use the Centrelink Confirmation eServices to import your incomes, you will need to manually add the Client's income(s) in to Chintaro.
To add a new Income:
Click the 'Add Income' button and add the Income Type, Variable Amount (if necessary), Rate you will assess the income at, Start Date of the income and any comments.
To edit an existing Income:
Double click on the income that you would like to edit. Change the details as necessary. Click 'Update' to save.
To remove an old Income that you do not want on the Rent Calculation:
Double click on the income that you would like to remove, and untick the 'Active Income' and 'Include as Income' boxes:
Step 2: Ensure that all Clients are linked in a Household
Once you have used CCeS to import your Client's incomes, or entered them manually for every Client, you need to ensure that all relevant Clients are in households in Chintaro. A household consists of one or more Client.
You can see if Clients are linked together in a household by looking at the Primary Tenant's Client screen, in the household box:
If the Clients are not linked in a household, the Rent Calculator will not pick up every accessable income for all Clients.
To link Clients together in a household, go to the the Client screen of the person who you will assign a Related Tenant (this doesn't give the related Tenants less rights or responsibilities, in Chintaro, one Client is the Primary Tenant and the others in the household are related tenants.
Once you have entered the General information about the Related Client from the Title field to the Date of Birth field, tick the No box when asked if they are a Primary Tenant:
A pop up box will appear asking you to select the Primary Tenant. Select the Primary Tenant so their name is highlighted black, and click Update to save.
The Primary Tenant box will now display the Client you selected. You can now select the Relationship to Tenant and indicate if the Related Client is a Child/Student:
The Related Tenant will now appear on the Primary Tenant’s Client Record, and vice-versa. Repeat for all members of the household.
Step 3: Complete the Rent Calculation for the Household
When you have updated your incomes and ensured that all Clients in the household are linked, you can use the Chintaro Rent Calculator. There are 2 ways to get to the Rent Calculator screen; either from the Client screen (Income Section), or from the Tenancy Screen (Rent Calculator button):
If you are in Australia, and live in any state other than South Australia, click this link to see how to complete a Rent Calculation in Chintaro.
If you are in Australia and live in South Australia:
If you live in New Zealand, skip this step as MSD will provide you with the amount of rent you can charge your Tenant.
Step 4: Apply the Rent Review at an effective date
After you click 'Copy to New Rent' from the Rent Calculator screen, you will need to open a different screen to apply the Rent Review to the Tenancy at a date you specify.
To access the Rent Review screen, from the Home Screen, click Tenancies, then click Rent Review and the Rent Review screen will open:
When the Rent Review screen opens, there may be some values entered in to the New Rent, New Furniture, New Garden, New Utilities & New Market Rent columns. The New Rent column is where the amount of Rent Calculated for your Tenancy will be.
You are able to enter values in to any of these fields, and the values will be retained if you exit out of the screen:
NOTE: If there has been no change to the other charges or the Market Rent, leave the fields blank and Chintaro will assume to charge the Tenant the same other charges as before, or keep the Market Rent the same. DO NOT enter $0.00 as Chintaro will assume that you no longer want to charge the other charges, or will assume you want the Market Rent to show as $0.00.
Filter the screen by either the Tenancy Manager column (to only show Tenants who are managed by you), the Next Rent Review date, or any other column to reduce the amount of data on the screen:
Double click on any row to open the Tenancy Record if required.
Select the Tenant(s) you want to apply the Rent Review for by clicking their 'Include' box on the left hand side. Only those Tenant’s with the Include box ticked will have the Rent Review applied to their Rent Record.
You can also click Select ALL to select all Tenants (if every Tenant will have the same Effective Date) and Select NONE to deselect all Tenants. Clicking Show ALL will remove any filtering and go back to the default view.
Use the Effective Date box at the top of the screen to tell Chintaro the first date that the new Rent will be charged. This is usually (at least) 2 months from the Rent Review Date.
Finally, click Apply Rent Review to apply the Rent Review for the selected Tenants. Only those Tenants who have the Include box ticked and an effective date will have the Rent Review applied:
The Rent Review will be applied to the selected Tenant’s Rent Record:
And the 'Last Rent Review' date will be populated on the Tenancy screen (on the left hand side, in the General section):
Step 5: Create the Word Merge to advise Tenants of the new charges
After you have completed the Rent Review in Chintaro, you will want to create a Word Merge for those Tenants to advise them of their new Rent amount, any changes to their other Charges and the effective date that the Rent Review will take effect.
You must have a template set up in the system to run the Word Merge. If you do not have a template, please download the applicable template from the bottom of this Solution (either the Access version or the SQL version) and use this link to set it up in Chintaro. Please note, this is an example template only, and can be edited by your organisation.
When you have a template set up in Chintaro, from the Home Screen > Tenancies > Tenancy Letters:
Filter the screen to show the Tenants who you applied the Rent Review for (EG By the Landlord column for Tenancy Manager):
Select the Word Template you have set up at the top of the screen:
Select the Tenants you would like to create the letter for, either individually by clicking the 'Include' box on the left hand side, or by clicking Select All to select all Tenants.
Click the Word Merge button at the top of the screen, and Chintaro will create the Word Merges with the information from each individual Rent Review:
A note will be created in each Tenancy to record that the letter was created.