Bulk Editing & Processing of Tenant Expenses

Bulk Editing & Processing of Tenant Expenses

1. To access the bulk tenant charging screen, start by clicking on Accounting in the Main Menu.


2. Click on Tenant Statements.



3. Click on Charges on the main menu



4. Select Tenant Charges from the sub-menu.



5. Bulk Tenant charges screen will open. 
6. User will have flexibility to perform the following:
  1. Edit Tenant Expenses
  2. Process Manual Tenant Expense
7. Only rental files that match certain requires will appear on the list: 
  1. Must be an Active Rental File
  2. Lease must be Active (under the lease tab)
  3. There must be a tenant loaded to the file. 

Bulk Edit Tenant Expenses

All manual and automatic tenant expenses (excluding rent) can be modified before processing. The following details can be edited: Charge Description, Reference, and Amount.
1. Under the “Tenant Charges” section,  the user can filter expenses using the following drop-down menus and search bar:
  1. Filter Drop-downs: Rental Administration type (e.g., Managed or Non-Managed), Charge type (e.g., Auto Charged or Manually Charged) and/or Expense Entry type (e.g., Rent, General Debit Entry, Credit Note, Deposits/Provisions, Fees, and Payment).
  2. Search bar: type in the value or text to filter data


2. User has flexibility to edit the Charge Description, Reference and/or amount of each charge when required. 
3. To Edit, click inside the cell and make adjustments. Then click outside the cell to save, the edited cell will turn green.





4. Repeat the process for all charges that need updating. 
  1. Automatic charges will be automatically posted without any additional action required.
  2. For manual charges, you can select and process them for a specific date by choosing the desired charges and selecting the processing date.

Bulk Processing Manual Charges

Only unprocessed manual charges can be selected. Once processed, charges will be blocked (greyed out) for further processing until the block period has passed. The block period depends on the charge frequency.  Blocked charges can still be edited. 
1. Under the “Tenant Charges” section,  the user can filter expenses using the following drop-down menus and search bar:
  1. Filter Drop-downs: Rental Administration type (e.g., Managed or Non-Managed), Charge type (e.g., Auto Charged or Manually Charged) and/or Expense Entry type (e.g., Rent, General Debit Entry, Credit Note, Deposits/Provisions, Fees, and Payment).
  2. Search bar: type in the value or text to filter data


2. User has flexibility to process various charges in batches and for various dates.

3. To process select a Process Date from the calendar.



4. Select the Tenant Charges from the charges list by marking the checkboxes next to each charge.



5. Click the Process button to post the selected charges. Confirm by clicking Yes in the prompt.



6. After processing, the charges will be successfully added to the statements for the specified date. They will also be blocked (greyed out) for a specific time period, based on their frequency type. User is still possible to edit the charges.



7. Once charges are added to the tenant statement, any corrections to a processed entry will need to be made directly on the tenant statement itself. (see Correcting Tenant statement entries)

Bulk Delete Charges

Please note that processed charges cannot be deleted while they are locked. To change the date, use the calendar to select a future date.

1. Under the “Tenant Charges” section,  the user can filter expenses using the following drop-down menus and search bar:
  1. Filter Drop-downs: Rental Administration type (e.g., Managed or Non-Managed), Charge type (e.g., Auto Charged or Manually Charged) and/or Expense Entry type (e.g., Rent, General Debit Entry, Credit Note, Deposits/Provisions, Fees, and Payment).
  2. Search bar: type in the value or text to filter data


2. User has flexibility to delete various charges in batches.

3. To delete select the Tenant Charges from the charges list by marking the checkboxes next to each charge.



4. Click the delete button to post the selected charges. Confirm by clicking Yes in the prompt.



5. A deleted charge will be permanently deleted off the charges screen for future processing.

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