You can archive a tenant with rent arrears, just remember to make a note about why you are wiping the debt.
If the tenant owes for an Invoice or has a credit against them for an Invoice, you cannot archive them without clearing it.
The best way to check is as follows
Check the "Bond other Details Report" Under Tenant Reports, search for the relevant Tenant and make sure there is no amount sitting in any of the ledgers.
Then check the Tenancy Invoices Report (put the date back to 2005 to get everything) and that will show you a balance, make sure it is 0.00
If there are any invoices owing or in credit, below are the easy ways to clear these invoices in order to archive them. (This is only if you are wiping the debt if they owe, or not paying out the credit to them if in credit)
Tenant still Owes
Example: Bill Turncoat owes $150.00 in invoices - you are not going to be able to collect the money so you want to wipe it.
You can either reverse the invoice (If just the one invoice) Or if there are many invoices that make up that amount.
You can do a negative Tenant Invoice
Click on Transactions
Go to Invoice Tenancy
Fill in as normal but put a - in front of the amount e.g -$150.00
This effectively reverses the charges. making is 0.00
Tenant has a credit.
Example: Kelly Monsoon has overpaid her water and is showing $56.00 in credit, we have decided not to refund it to her as she has already moved overseas.
Go to transactions and create a tenant invoice for that amount
Down the bottom of the screen, you will see the money sitting there if in a ledger, tick it and it will assign it to the invoice and zero the amount
Now you can archive the tenant
Note: if you do this in a new month, it will mean the property thinks it had a transaction so you will not be able to archive the property until the following month.