Begin Charges On Date (Legacy)

This help article contains instructions for the Legacy Version of Rentec Direct. More information about the latest version of Rentec Direct can be found here: The Remodel | Rentec Direct’s Newest Software Update

The Begin Charges option is a way to tell the Rentec Direct property management software when the system should begin posting rent charges for a tenant. This can be set for a future, current, or past date depending on your bookkeeping needs.  
When you place a tenant into a property, you will be asked to enter a date that you would like the system to begin charging the tenant The program will begin generating invoices for the tenant from this date forward.     

begin charges on date when placing a tenant (move-in)

If you enter a past date into this field, the program will generate invoices on the tenant's account from that past date until now. If the past date that you entered was months or years ago, it could end up showing a very significant past due amount for the tenant due to all of the past invoices that were generated. 
Important Note: The software would not know how much or when the tenant made any of their payments during this time, so it would be up to you to manually enter all of the tenant's past payments if you want them to be reflected in the program.
There are several options to zero out the tenant's balance in this situation including manually posting each payment. 

Options to Correct a Tenant Ledger Balance 

There are three options to make a newly placed tenant ledger to a current balance. 
  • Manually post each of their past payments.
  • Manually post one payment that zero's out their entire past due balance. For example, if their balance is ($16,389.68) then post a payment for $16,389.68 to indicate that they are now paid in full. 

Information on posting single or multiple payments to a tenants ledger can be located here: Receiving a Payment

  • Or you can change the begin charges on date so that invoices begin now or at the first of the year instead of months or years back in the past. This will not affect their move-in date or their lease renewal date, it will simply change the number of invoices that are showing as due on their account. 

System AdviceNot a recommended option to correct an established tenants ledger in the system as this option will replace all the tenant rent charges affecting the established balance. Used most often when correcting a move-in date during tenant placement into a property. 

To Change the Begin Charges On Date

In your Rentec Direct account: 
  1. Click on the Tenants tab.
  2. Right-click on the tenant and select Update Lease from the menu. 
  3. Focus on the left side of the screen that refers to the move in date. Make note of the move-in date because you'll need to come back and re-enter it later. 
  4. Change the move-in date to the actual date that you would like the invoices to have begun on in the tenant's account. 
  5. Change the setting that asks if you would like to update the accounting from No to Yes
  6. Click the Update Move-In Date button at the bottom of the screen. 

After a few minutes, all of the invoices on the tenant's account will update to reflect the changes you just made. The date you jotted down in step 3 is now needed. 

To Correct the Move-In Date

Now that the ledger is corrected, you will return the move-in date back to the actual date of move-in. 

In your Rentec Direct Account: 

  1. Complete steps one and two above to return to the same settings page.
  2. Enter the tenant's original and actual move-in date that you made note of earlier.
  3. This time leave the default update accounting set as No.
  4. Click the Update Move-In Date button. This will display the move in date on the Tenant's tab and will not affect the lease renewal.
After making this change, depending on what you change the begin charges on date to, there may still be a past due amount on the tenant's account due to the invoices that have been posted. If the tenant has remitted payment(s) against any of those invoices, you'll then need to manually post those payments. 
Information on posting single or multiple payments to a tenants ledger can be located here:  Receiving a Payment
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