Step-by-Step Guide: Vacating a Tenant (With Credits or Refunds)

This procedure applies when a tenant is vacating and may have:

• Charges raised beyond their vacate date

• Credits remaining on their account

• A refund due

Property Managers submit a Vacate Tenant Form by email.
The Trust Accountant is responsible for vacating the tenant and managing any balances.

Part 1: Vacating the Tenant

Step 1: Open the Lease

1. Go to Manage Lease.

Important:
Do not change the lease status here. Changing it manually will not stop charges.

Step 2: Enter Vacate Details

1. Scroll to the Unit Details section.

2. Confirm the Lease Status is Occupied.

3. Enter the Tenant Vacated Date.

4. Click Vacate Lease.

• Step 3: Confirm Warning Message

  1. A warning message will appear.

  2. Click OK to confirm.

• Step 4: Verify Lease Status

  1. Confirm the Lease Status has changed to Vacant.

  2. Confirm that lease charges stop as of the vacated date.

Part 2: Credit an Overcharge (If Required)

Use this process if charges were raised after the tenant vacated.

Step 1: Credit Incorrect Charges

1. Go to AR Invoice and Credit.

2. Credit the invoice that contains charges raised beyond the vacate date.

Step 2: Review Tenant Activity

1. Open Tenant Activity.

2. Check that:

   • All incorrect charges are credited.

   • The remaining balance is correct.

Part 3: Refund a Tenant (If Required)

Follow this process if the tenant has a credit balance that must be refunded.

Step 1: Configure Tenant as Supplier

1. Mark the tenant as a supplier/debtor company in Configuration.

Step 2: Enter Payment Details

1. Update or enter the tenant’s banking details.

Step 3: Check Available Funds

1. Review the property balance.

2. Ensure there are sufficient funds to process the refund.

Step 4: Raise Refund Invoice

1. Raise an AP Invoice.

2. Use Account Code 2430 – Refund to Tenant.

Step 5: Clear Tenant Credits

1. Raise an AR Invoice using a separate account code.

2. Process a Zero Receipt to remove the credits from the tenant’s account.

Final Check

Before closing:

• Tenant status is Vacant

• Charges stop on the correct date

• Credits or refunds processed correctly

• Tenant ledger balance is zero (if fully settled)