When a tenant makes a small underpayment or overpayment, Breeze automatically moves the difference to the Cleanup account. For example, a tenant owes $39.75 but gives you $40. Breeze moves the twenty-five cents to the Cleanup account, instead of creating a prepayment.
You can think of the Cleanup account as a sponge that absorbs all the small overpayments and underpayments in your system. You set the tolerance amount, and for each transaction that has a cleanup amount, you can decide if you want Breeze to move it.
Setup for the Cleanup Feature
Before you can use the feature, you should check to see if it has been pre-configured (for newer clients, it comes as a default). You can also modify the tolerance if needed.
Go to Admin > GL Account, and check the GL account the for the cleanup amounts. The default account number is 4830.
Go to Admin > Charge Codes, and check the charge code linked to the GL account shown above. The default name is "Cleanup".
Go to the Company Settings page. (Click your initials in the upper right-hand corner of the screen and select Company Settings.)
Open the Account Settings tab and complete the Cleanup fields:
Cleanup Charge Code - Enter the charge code shown above.
Cleanup Tolerance - Set the limit for cleanup. Any overpayment or underpayment under the tolerance will be "cleaned up." The recommended setting is $1.
Overpayments
If a tenant overpays, and the difference is under the Cleanup Tolerance, a message appears.
If you click Yes, Breeze creates a cleanup charge for the amount and it appears on the Receipt screen.
If you click No, Breeze creates a prepayment for the excess amount.
If you want to change the receipt, click outside the message box. Breeze closes the message box, allowing you to edit the Receipt screen.
Underpayments
If a tenant underpays, and the difference is under the Cleanup Tolerance, a message appears.
If you click Yes, the system creates a negative charge (to the Cleanup account) for the underpayment amount.
The Charge screen shows an additional amount in the Paid column for the cleanup.
If you click No, the charge will not be fully paid off, and the tenant will continue to owe the remaining amount.
Revisiting "No"
This section describes the following scenario:
A tenant overpays (or underpays) by a small amount. The Cleanup feature asks if you want to absorb the difference. You click No and the tenant is left with a small credit (or charge) on their ledger.
Later on, you change your mind and decide that it would be better to absorb this amount.
At this point, your only recourse is create manual transactions: a charge to eliminate any credit, or a credit to eliminate any charge, and then a zero receipt. There is no way to bring back the Cleanup feature and have it create transactions for you.