Customize and Add Other Tenant Charges

Beyond the system generated rent charges and late fees, the Rentec Direct software offers easy ways to customize those, as well as create your own charges. Whether you decide to create a customized category for product & service charges or simply use the system charges, you have three options for posting tenant charges:

  1. A one-time tenant charge
  2. Create recurring charges not associated with a Rent Product (these post only on the date selected and not concurrent with a rent charge that posts prior to the due date), or 
  3. Create a Surcharge connected to a Rent Product that posts together in an invoice package that posts the number of days before due you've customized in your settings. 

Important System Note:

  • The below instructions cover both one-time and recurring charges (options 1 & 2). For those individual charge options, if your accounting default setting is set to charge rent "x" amount of days before the due date and you want both charges to appear in the tenant ledger in advance, be sure that your transaction has a begin date prior to the rent due date as well. For these individual charges use the instructions below. 
  • If you would like to create a comprehensive invoice package (where all charges are posted together on or before the due date) follow the Surcharge instructions instead which can be found here: How to Setup Surcharges

Customize Tenant Charges

The system has four default products for tenant charges already built into the system with the option to customize the reference number for reports and other financial documentation. But in addition to those system charges, you are able to create and customize additional charges for your business needs such as parking fees, storage fees, pet fees, etc. 

In your Rentec Direct account:

  1. Click Settings.
  2. Under Financial settings choose Products & Service.
  3. Click the +Add Product button.
  4. Add a Description for your product or service, choose a Class, and either create or allow the system to generate a reference number. 
  5. Click Save New Product when finished. 

After you have created your new products and services, you are then able to edit the system default categories as well as use these new charge categories when adding additional one-time or recurring tenant charges to a tenant ledger. 

To Edit the System Default Categories

If you would like the system to use your custom category for default charges such as rents and late fees, follow these instructions. 

In your Rentec Direct account:

  1. Click Settings.
  2. Under Financial settings choose Accounting Defaults.
  3. Change one or more of the following by using the drop-down menus and selecting your desired product as the default.

    Default tenant charge setting options

  4. Click Save Changes when finished.

How to Add a One-Time or Recurring Single Charge

Posting an individual charge to a tenant's ledger that is one-time or recurring is easy with these steps. 

In your Rentec Direct account: 

  1. Click Tenants.
  2. Right-click Tenant from Tenant List and choose Post Charge.
  3. Add the amount of the tenant charge.
  4. Add a memo (example: parking fee, garage fee, utilities) on the memo line. 
    1. If this is a one-time charge leave the Recurring box unchecked
    2. If this is a recurring transaction, check the Recurring box option and then

       - Set the  frequency of how often the fee should be posted to the ledger.
      - Set the  begin date for the next and subsequent transactions. 
  5. Click Post Charge to save your settings.

Post Charge

In the example shown above a charge for $50.00 will be posted to this tenant's ledger monthly beginning 06/01/2023 for Rental Tax. This item will display as a separate line item on their statement every month.  You can use the generic category 110 or create custom categories such as one for Rental Tax using the Customize Tenant Charge instructions above. If you would like the additional recurring charges to post with the Rent Charge, you can easily set up a Product and Surcharge

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