See Help PDF document #384
There are several options on handling multiple tenants in a unit. In all cases we recommend that a separate tenant profile be set up for each tenant. Whichever method described below you choose, each tenant will show on reports and on the drop down lists.
•
|
They can be treated as separate tenants - the same as if they were the only tenant in the unit. All reporting and processing would be independent for each tenant.
|
•
|
They can be treated as separate tenants for transaction posting and processing but for tenant statements be combined on one statement as separate sections. This is done by deciding on one tenant as the Responsible Tenant and choosing that tenant as the responsible tenant in the other profiles.
|
•
|
They can be treated as one tenant for posting and all processing and be combined on statements. Each tenant history reflects all transactions for all tenants. This is done by deciding on one tenant as the Responsible Tenant choosing that tenant as the Responsible Tenant in the other tenant profiles and marking the checkbox Post to Responsible Tenant in each of those profiles. In this situation you would put the entire rent charge in the Responsible Tenant’s profile. The other tenants would have $0 rent. To differentiate transactions, we recommend you include the tenant name in the memo field on receipts by double clicking the label Memo on the Tenant Receipt screen. If the checkbox "Use Memo for Check Number or Receipts" is marked in <<Setup, Environment Options, Dates>>, the name of the tenant selected (i.e. the roommate of the responsible tenant) will fill in the memo field when posting receipts.
|
Responsible Tenant moves out
•
|
Refund any money due to the tenant moving out
|
•
|
Decide who will be the new Responsible Tenant
|
•
|
Go into that tenant’s profile and remove the Responsible Tenant from that field
|
•
|
Change the ID, Long Description, phone numbers and any other identifying information to be that of the tenant moving out
|
•
|
Go into the former responsible tenant’s profile and change the ID, Long Description and other identifying information to the information of the other tenant.
|
•
|
Go back into the profile of the tenant moving out. Make the status No Posting or Past Inactive. Select the new responsible tenant as the Responsible Tenant in that field.
|
Example:
Tom Smith is the responsible tenant who is moving out. (ID – Smith T) He is selected as the Responsible Tenant for Rick Jones and Bill Edwards. Rick Jones (ID – Jones R) is going to become the new Responsible Tenant.
•
|
Refund Tom Smith his portion of the security deposit.
|
•
|
Go into Rick Jones profile. Remove the Responsible Tenant from that field using <Shift><Backspace>.
|
•
|
Change the ID, Long Description and other information to be that of Tom Smith (ID – Smith T1).
|
•
|
Go into Tom Smith’s former profile (ID – Smith T). Change the ID, Long Description and other information to belong to Rick Jones (ID – Jones R).
|
•
|
Go back to Tom Smith’s new profile (ID – Smith T1) and choose Jones as the Responsible Tenant. Make the Status Past Inactive.
|
|