When a tenant makes a payment, you record it in Breeze by creating a receipt.
This article describes tenant receipts.
To create a receipt
Go to Accounting > Accounts Receivable > Receipts.
Click the Add New button.
Type the tenant's name or use the lookup.
If you don't know the tenant's name, select the property and unit and Breeze will automatically complete the Tenant field.
Note: The Customer button is used for non-tenant income; for example, money received from vending machines at your property. The Owner button is used for owner receipts.
After you select the tenant, the screen displays unpaid charges and completes most of the screen for you, including the Total Amount field.
In the following example, the tenant has two unpaid charges -- one for rent, and one for parking. The Total Amount field shows the sum of the charges.
If the payment amount matches the Total Amount field, you are almost done.
Use the Payment Reference field to record the check number or other relevant information. For example, for a cash payment, you can enter "Cash," or for a money order, you can enter the number. Click Save to create the receipt.
If the payment amount does not match the Total Amount field, modify the Total Amount field.
When you change the Total Amount field, Breeze modifies the line items in the lower part of the screen. In the example shown above, the tenant paid 1,100.00, instead of 1,316.00. Breeze used the amount to pay off the parking charge and pay most of the rent charge, but not all of it. The tenant still owes 216.00. If you want to distribute the payment differently, you can edit the amounts in the line items.
If the tenant overpays, Breeze adds a line for a prepayment.
In this example, the tenant wrote a check for 2000.00, enough to pay off the open charges and create a prepayment of 684.00. When you create charges for the tenant again, Breeze will apply the prepayment to the open charges.
To create the receipt, enter a Payment Reference and click Save.
If you find you have selected the wrong tenant, click the Reselect button to return to the first screen and select another tenant.
If there is an additional Tenant, the charge will show the main Tenant's name.
Charges and Prepays
Breeze matches tenant payments with charges. If you record a payment from a tenant for rent and there is no rent charge in the system, make sure you ran monthly posting for the tenant's property.
If the tenant truly has no outstanding charges and you try to enter a receipt, Breeze will ask if it should create a charge for you.
If the receipt is a prepayment for a charge that will be created later, such as next month’s rent, click No. The receipt is then posted to the prepaid rent GL account.
If you want to create a charge and a receipt simultaneously, click Yes. The Receipt screen appears, with a field where you enter a charge code.
Enter a charge code. Breeze will create a charge and apply this receipt to it. The receipt will be recorded in the GL account linked to the charge code and will not impact the prepaid rent GL account.
Making a Bank Deposit
After recording tenant payments, you will need to make a bank deposit in Breeze. A bank deposit combines a number of receipts and affects the Breeze bank account. To impact your real Bank Account, you also need to make a physical bank deposit, i.e. deposit the checks in the real bank account.