Understand management settings

Summary

Learn how to access and configure your Palace database settings using the management tab to tailor the system to your specific needs.

This article covers:


Configure the management tab

This area is permission-based. If you cannot access the system settings, ask your manager or administrator to assist you.

  • Go to System > Settings
  • Click on the Management tab

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Property

  • Disable automatic Keep backs - Palace automatically puts a keep back against the property if a tenant had paid past their End Date. Ticking this option will stop that
  • Allow 'Schedule 2' inspection report - This is for the Inspection Report under Control Inspections. It is a landscape choice for the inspection app. This is automatically showing for Australian clients but a choice for NZ clients
  • Exclude Non-Managed Properties from Insights Reporting - When set to YES, properties that do not contain the word 'manage' in some variation in their respective Management Type will be excluded from specific Insights reports (Insights > Portfolio > Portfolio Summary & Portfolio Details), Insights > Properties: Properties Net Gain, Properties Lost, Properties Won).

Settings-property.png

Owner

  • Show Tenant Details on Statements - This toggle provides users with the ability to control whether tenant details (Tenant Group Name) are displayed on owner statements
  • Owner generate zero Statements - Tick this, and any owner who has had no transactions in the current month will generate a statement
  • Show Tenancy Part Payment on Statements - If a tenant has a part payment, it will show on the Owner's Statement
  • Uncleared Funds - If a tenant pays by direct debit or cheque, you can choose to hold the funds for a certain number of days, e.g., 2 days until the payment clears. This precaution ensures that if rent is paid just before month-end, you can wait to confirm the payment is not dishonoured. During this period, the funds will appear as uncleared on the owner's statement. The hold period counts working days and includes the date the payment was received

Note: You can choose to also hold any other payment types.

Settings-owner.png

Tenancy

  • Show 'Rent owing' to 'Vacate date' - If this is ticked when a tenant has an end date entered, the tenant list will show the whole amount the tenant owes up to that date. This can give an incorrect view of rent arrears from the front screen
  • Hold tenant money up to 'Start Date' - Any advance rent paid as part of a new tenancy can be held until the tenancy starts.
  • Show 'Paid from'/'Paid to' on 'Receipts' - The normal receipt only shows what was receipted by ticking this option, the tenant can see when and where they are paid up to.
  • Split Overpaid rent into Bond Ledger:
    • YES - If a tenant pays rent that extends beyond their vacate date, Palace will only apply the rent up to and including the vacate date to the owner's account. Any rent paid for the period after the vacate date will be recorded in a separate overpaid rent ledger for the tenant. This amount can be refunded to the tenant from the overpaid rent ledger and will not appear in the owner's account.

    • NO - Any rent paid beyond the tenant’s vacate date will be processed as usual and credited to the owner's account. A keep-back will be placed against the property for the overpaid rent, but since keep-backs can be easily adjusted, there is a risk that the overpaid rent might mistakenly be paid to the owner instead of being refunded to the tenant.

  • Allow 'Tenancy' to be 'Archived' with 'Other amounts owing':
    • YES - You can archive a tenancy even if there are outstanding invoices. This setting does not affect rent arrears; it only applies to other amounts owed, such as invoices

    • NO - Palace will prevent you from archiving a tenancy if there are any outstanding invoices. However, you can still archive tenants with rent arrears regardless of this setting

Settings-tenancy.png

Transactions

  • Include bond in trust - This is only unticked if you receipt your bonds in a different account
  • Save unprocessed transactions - Leave unticked
  • Bank reconciliation (auto-present) - If this is set to yes then all receipts that have been designated as a payment method of "Direct" will auto-present themselves in your reconciliation
  • GST Inclusive (admin/inspections Fees) - This is only for those whose inspection fees include GST. Normally Palace has exclusive fees

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Transaction Reports

  • Set 'Affiliated user' as 'Sender' for 'Tenancy Invoices' - This means that even if the administrator creates the Charge Tenant Debits when emailed, they will come from the primary user on the owner record.
  • Use 'Sequential number' for 'Receipts' (audit requirements) - This is essential for Australian compliance

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What's next

Learn more about assigning user permissions to your agents.

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