Loading & Managing Tenant Expenses (charges, payments, fees, deposits, provisions, general debit, credit note)

Loading & Managing Tenant Expenses (charges, payments, fees, deposits, provisions, general debit, credit note)

1. Click Admin on the Main Menu. 



2. Click on Customer Files.



3. Select Rental on the menu heading.


4. Click on the File Name to open the file. 



5. Customer File will open. Click on Tenant Charges on the file tab ribbon bar. 



6. Tenant Charges tab screen will open. The screen is divided into two main sections:
  1. Tenant Charges & Expenses - this section is for users to add and manage charges to be processed to the tenant statement. 
  2. Tenant Statement - this section is for users to generate and distribute tenant statements (see Tenant Statements Balances and Reports)


How to load a Tenant Charge


The rental charge will be automatically included in the tenant charges section. The amount, VAT (Value Added Tax), and frequency of the charge are retrieved from the lease tab. Additionally, there is an option to set up automatic charging of the rental to the tenant statement, which can be configured in the lease tab.

Tenant Charges can be added under the Inspection, Maintenance and Legal tab. Any expenses added to these sections will automatically appear under the Tenant charges screen. 

1.  Within the “Tenant Charges and Expenses” section, click on the Add button. 



2. A menu will appear,  select the appropriate option based on the charge type:
  1. Payment: This is for debiting an expense and recording payment details. It's used to charge expenses and release payments from the bank when funds are received, such as for utilities payments to the municipality.
  2. Fee: Select this for debiting expenses related to agency or company services, such as contract fees or credit check fees.
  3. Deposit: This is for debiting a deposit, which can later be transferred to a deposit holding ledger or a bank account, like rental deposits.
  4. Provision: Choose this to debit expenses like repairs to be held before releasing them as a payment or as a note to retain tenant credit funds on the file.
  5. General Debit Entry: This option is for debiting expenses that won't be paid individually when funds are received but will be paid as a lump sum with the landlord's rental payment, like parking fees.
  6. Credit Note: Use this to create a credit entry to adjust the tenant's statement for received money (if bank statement not being imported) or to reduce the amount the tenant needs to pay, such as for tenant-paid repairs.
  7. Pro Forma Invoice: This is to generate a pro forma invoice document from a once off fee loaded to the charges screen related to agency or company services, such as credit check fee.
3.  Once the expenses are added they will be listed under the "Tenant Charges and Expenses" section. User will have flexibility to manage the expenses:
  1. Enable/disable tenant charge automation (see Automate Tenant Rental & Additional Charges)
  2. Manually process expenses to the statement individually or in bulk (see Bulk Tenant Charges Processing)
  3. Edit or delete the expenses as and when required. 

Add a Payment

A Payment is a debit entry that includes bank details, allowing the user to make a payment when funds are received from the tenant
For example, if the tenant needs to be charged for utilities, once the funds are received, the user can process the received funds as a payment to the utilities company. 

1. From the menu, select Payment from the menu.



2. The Payment screen will open.

3. Fill in the mandatory fields. All other fields are optional:
  1. Description: From the Select from list drop-down select the description to be used. This will populate the Description field. Overwrite the description if required. 
  2. Amount: Enter the transaction amount to be paid.
  3. Frequency: Select the charge frequency of the transaction (once off, daily, weekly, monthly, quarterly, or yearly).
  4. Recipient: Select the recipient bank details. User can choose from (a) File Recipient list drop-down or (b) from the beneficiary list () or (c) manually enter the bank details. (see How to select & manage Recipient Bank details)
  5. Recipient Reference: Fill in the reference to appear on the payment transaction. 
  6. Tenant Charge Automation (optional): Configure tenant charge automation if applicable and add the first statement date.
  7. Netcash Subscribers only: Click Validate Account to validate bank details



4. Click Save to create the transaction. 



5. The payment will be listed under the "Tenant Charges and Expenses" section and "Submit payment screen". User will have flexibility to manage the payment:
  1. Enable/disable tenant charge automation (see Automate Tenant Rental & Additional Charges)
  2. Manually process payment to the statement individually or in bulk (see Bulk Tenant Charges Processing)
  3. Edit or delete the payment as and when required. 
  4. Generate the payment to the bank (see Generating Payments from PropWorx)

Add a Fee

A Fee is a debit entry that is charged to the tenant's statement. When the funds are received, the user can debit the fee, and the corresponding amount will be paid to the company or agency.
For example, if the tenant needs to be charged a Contact Fee, once the funds are received, the user can debit the fee, and this transaction will be recorded as income for the company or agency.

1. From the menu, select Fee from the menu.



2. The Fees screen will open.

3. Fill in the mandatory fields. All other fields are optional:
  1. Description: From the Select from list drop-down select between a “Predefined fee” or Custom or “% based fee”. This will populate the Description field. Overwrite the description if required. (see How to create and manage predefined fees)
  2. Amount: Enter the transaction amount to be debited. If a predefined fee is selected, the amount may be automatically populated.  Overwrite the amount if required. If required, add the VAT from the VAT option. 
  3. Frequency: Select the frequency of the transaction (once off, daily, weekly, monthly, quarterly, or yearly). 
  4. Income Account: Select the fee report  (aka income account) where the fee needs to be allocated. Select between “As Per Mandate” or “Own Selection”. (see How to manage fee splits)
  5. Tenant Charge Automation (optional): Configure tenant charge automation if applicable and add the first statement date.


4. Click Save to create the transaction. 



5. The fee will be listed under the "Tenant Charges and Expenses" section and "Submit payment screen". User will have flexibility to manage the payment:
  1. Enable/disable tenant charge automation (see Automate Tenant Rental & Additional Charges)
  2. Manually process fee to the statement individually or in bulk (see Bulk Tenant Charges Processing)
  3. Edit or delete the fee as and when required. 
  4. Generate a pro-forma invoice
  5. Debit the fee and trust -to-business transfer report (see Debiting Fees on PropWorx)

Add a Deposit

A Deposit is a debit entry and provision that is charged to the tenant's statement. When the funds are received, the user has the option to convert the provision into a payment, transferring the deposit funds to the landlord, deposit account, or investment account.
For example, if the tenant needs to be charged for a Rental Deposit, once the funds are received, the user can convert the charge into a payment, transferring the funds to the designated deposit bank account.

1. From the menu, select Deposit from the menu.



2. The Deposit Provision screen will open.

3. Fill in the mandatory fields. All other fields are optional:
  1. Deposit Charge Type: Choose the predefined deposit (retrieved from the lease tab) from the drop-down menu (e.g., Rental Deposit). The description will be automatically populated. Or ignore and manually type in the description.
  2. Description:  Type in a description for the provision (e.g., Rental Deposit).
  3. Amount: Enter the deposit amount to be charged. If a predefined deposit is selected, the amount may be automatically populated.  The deposit amounts are the values loaded under the "Deposit Requirements section" of the lease tab. If required, add the VAT from the VAT option. 
  4. Frequency: Select the frequency of the transaction (once off, daily, weekly, monthly, quarterly, or yearly).
  5. Tenant Charge Automation (optional): Configure tenant charge automation if applicable and add the first statement date.


4. Click Save to create the transaction. 



5. The deposit provision will be listed under the "Tenant Charges and Expenses" section and "Submit payment screen". User will have flexibility to manage the payment:
  1. Enable/disable tenant charge automation (see Automate Tenant Rental & Additional Charges)
  2. Manually process deposit to the statement individually or in bulk (see Bulk Tenant Charges Processing)
  3. Edit or delete the deposit as and when required. 
  4. Retain the deposit provision on the payment screen (see Retain Provisions on Payment Screen)
  5. Convert deposit provision to payment (see Convert provision to payment)


Add a Provision

A Provision is a debit entry that can be charged to the tenant's statement. When the funds are received, the user has the flexibility to either retain the funds or convert the provision into a payment.
Example 1: If the tenant needs to be charged for a Repair, once the funds are received, the user can choose to retain the funds and later convert the charge into a payment to settle the service provider's invoice.
Example 2: If the tenant overpays rent and there is a credit on file, the user can choose to retain the funds for a future month.

1. From the menu, select Provision from the menu.



2. The Provision screen will open.

3. Fill in the mandatory fields. All other fields are optional:
  1. Description:  Type in a description for the provision (e.g.,  Tenant credit).
  2. Amount: Enter the amount to be retained. If required, add the VAT from the VAT option. 
  3. Frequency: Select the frequency of the transaction (once off, daily, weekly, monthly, quarterly, or yearly).
  4. Tenant Charge Automation (optional): Configure tenant charge automation if applicable and add the first statement date.


4. Click Save to create the transaction. 



5. The provision will be listed under the "Tenant Charges and Expenses" section and "Submit payment screen". User will have flexibility to manage the payment:
  1. Enable/disable tenant charge automation (see Automate Tenant Rental & Additional Charges)
  2. Manually process provision to the statement individually or in bulk (see Bulk Tenant Charges Processing)
  3. Edit or delete the provision as and when required. 
  4. Retain the provision on the payment screen (see Retain Provisions on Payment Screen)
  5. Convert provision to payment (see Convert provision to payment)



Add a General Debit Entry

A General Debit Entry is a debit entry that is charged to the tenant's statement.
Example: If the tenant needs to be charged for Electricity, once the funds are received, the user can make a payment that combines the rental amount and the electricity charge, paying the total amount to the owner as a single payment.

1. From the menu, select General Debit Entry from the menu.



2. The General Debit Entry screen will open.

3. Fill in the mandatory fields. All other fields are optional:
  1. Description:  Type in a description for the general debit entry (e.g.,  water ).
  2. Amount: Enter the amount to be charged. If required, add the VAT from the VAT option. 
  3. Frequency: Select the frequency of the transaction (once off, daily, weekly, monthly, quarterly, or yearly).
  4. Tenant Charge Automation (optional): Configure tenant charge automation if applicable and add the first statement date.



4. Click Save to create the transaction. 



5. The provision will be listed under the "Tenant Charges and Expenses". User will have flexibility to manage the payment:
  1. Enable/disable tenant charge automation (see Automate Tenant Rental & Additional Charges)
  2. Manually process general debit entry to the statement individually or in bulk (see Bulk Tenant Charges Processing)
  3. Edit or delete the general debit entry as and when required. 

Add a Credit Note

A Credit Note is a credit transaction that can be added to the tenant's account for amounts that the tenant has paid, resulting in credits. If you are importing bank statements into PropWorx, tenant receipts will be automatically added to the tenant's account.
Example: If the tenant paid for repairs and needs to be credited for that amount on their statement, a Credit Note can be created to reflect the credit in their account.

1. From the menu, select Credit Note from the menu.



2. The Credit Note screen will open.

3. Fill in the mandatory fields. All other fields are optional:
  1. Description:  Type in a description for the credit note (e.g.,  tenant credit for repairs).
  2. Amount: Enter the amount to be credited. If required, add the VAT from the VAT option. 
  3. Frequency: Select the frequency of the transaction (once off, daily, weekly, monthly, quarterly, or yearly).
  4. Tenant Charge Automation (optional): Configure tenant charge automation if applicable and add the first statement date.


4. Click Save to create the transaction. 



5. The provision will be listed under the "Tenant Charges and Expenses". User will have flexibility to manage the payment:
  1. Enable/disable tenant charge automation (see Automate Tenant Rental & Additional Charges)
  2. Manually process credit note to the statement individually or in bulk (see Bulk Tenant Charges Processing)
  3. Edit or delete the credit note as and when required. 

Edit or Delete Tenant Expenses


1. To edit or delete a Tenant Expense, under the “Tenant Charges and Expenses”, click on the edit () button on the expense.



2.  Expense screen will open. 
  1. To edit: Make required changes and click Save.
  2. To Delete: Click on the Delete button and confirm the prompt. Please note that deleting an entry will permanently remove it from PropWorx, including the tenant expenses and payment screen associated with it.


Process Tenant Expenses to an Individual Tenant Statement


Tenant charges can be processed either automatically or manually. For manual processing, there are two options available:
  1. Process statement charges on a single file
  2. Process statement charges on a multiple files using Bulk Statement Processing (see Bulk Tenant Charges Processing)

1. Under the “Tenant Charges and Expenses”, select the Current Rental Period date to process the charges.



2. Select the charges from the list by ticking the expenses, then proceed by clicking Process Button.



3. Processed charges will be displayed as greyed out for the selected processing date.



4. Charges will appear on the tenant statement. 

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