Understand tenant details and summary of rent reports

Summary

This article explains the functions of the Summary of Rent and Tenant Details reports and how to ensure their balances match. It also provides steps to resolve discrepancies.


The Summary of Rent does not show the period(s) a specific receipt pays rent to and from. It is a record showing every week that rent is due, how much is due for that week, and if a receipt came in during that specific calendar week, the date it was paid, how much that was, and after that receipt, if a tenant had an ongoing credit, partial credit, or was in arrears (positive total means arrears—negative equals credit).


To know which period a specific receipt covers, you need to refer to the tenancy details report. A receipt could cover week(s) in arrears or weeks in advance. These are the dates that will appear on an owner's statement.

At all times, when you generate both reports to the same date, the balance owing to that date must match. If they do not match, then it means that somewhere, a rent change was added, altered or deleted in retrospect and the user who added it did not perform a full rent repost to re-align the paid-to dates to the new rent change requirements.

If they do not match, then the user should perform a full rent repost, as this will often fix the problem. If it still does not match, the user should contact support for assistance.

  • Go to Tenancy > Current tenancies
  • Search for the tenant's name
  • Click the drop-down menu next to Edit
  • Click Modify Rent Repost

Tenancy-edit.png

  • In the repost reason pop-up box, write a reason, i.e., Updating records
  • Click Save
  • Check both the Tenant Details Report and Summary of Rent (dated the same day/date), and they should match

Note: If a rent change has been added or changed that affects receipts in already closed-off month/s, the paid-to dates will change, and the owner's historical statement/s will no longer match the Tenancy Details report.

The saved/generated historical statements cannot be changed. We recommend that you contact the owner, inform them of the error, and send them a copy of the Tenancy Details so they can see the new paid-to and from dates.

In addition, if a tenant does not pay a full week's rent the paid-to date for that receipt will not move forward. The receipt will show the system attempting to move forward from the start of the next week that is due, but the paid-to-date for that receipt will move backwards to the previous receipts paid to date, and the full amount of the receipt gets added to part payment where it remains until sufficient is paid to complete a full week when the system can then move forward.

It is possible that the tenant may include a deficit in one receipt with an additional week(s) rent receipt. If that is the case, the system will add the value of the part payment to the new receipt and move forward by the total number of full weeks that are now fully covered - again, any surplus over and above an equitable number of full weeks will go into part payment.

The system will continue to calculate in this way until a vacate date is entered when it should then do a partial repost. This involves often going back to one or two prior receipts and recalculating those receipts using the daily rate rather than the weekly rate. This will use up some or all of the part payment so that the PM company is aware of exactly how much the tenant owes daily until their vacate date.

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