This article describes how transfer credits, prepayments, or charges during a residential unit transfer. In the first part of the procedure, you start the transfer process to create a new tenant record with a new ledger. After that, you can transfer items from the old ledger to the new one.
You should transfer credits, prepayments, and charges after you start the unit transfer, but before you do the deposit accounting on the old tenant record.
To start the unit transfer
Open the tenant record.
Click the Unit Transfer button at the top of the screen.
The Unit Transfer screen appears. Complete the screen and click Save.
Breeze creates a new tenant record with a new tenant ledger.
To transfer a credit, prepayment, or charge (generic procedure)
On the old tenant record:
1. Check the tenant ledger to determine what you are going to transfer.
2. Create a charge that will zero out the ledger.
If you are transferring a credit or a prepayment, create a positive charge. Any charge code will work; we recommend Miscellaneous.
If you are transferring a charge, create a negative charge, with the same charge code.
3. Create a zero receipt to link the negative and positive charges.
Note: If you are transferring a prepayment that is set to be automatically applied, the system will create a zero receipt automatically.
4. Check the tenant ledger again, to make sure it has been zeroed out.
On the new tenant record:
Create a charge that is the opposite of the one you created on the old tenant record.
If you are transferring a credit or a prepayment, create a negative charge. Use the same charge code you used on the old tenant record.
If you are transferring a charge, create a positive charge, with the same charge code you used on the old tenant record.
2. Check the tenant ledger to make sure the transfer was correct.
To transfer a prepayment (example)
On the old tenant record, check the Ledger tab.
In this example, the ledger shows a balance of -500.00, a credit balance resulting from a prepayment.
Go to the Tenant Information screen and click the Add Charge button. The Add Charge screen appears.
Complete the screen to add a charge that equals the credit balance. You can use any charge code; in this example, we picked Miscellaneous. We also added a note that explains the purpose of the charge: "transferring a prepay to the new unit."
Click Save.
If the credit on the ledger was from a prepayment that was set to be automatically applied, the system will create a zero receipt automatically.
Check the Ledger tab again. It should show a zero balance.
Open the new tenant record.
Click the Add Charge button. The Add Charge screen appears.
Add a credit charge with the same amount and charge code as the one you used on the old tenant record (in this example, Miscellaneous). Add a note that explains the purpose of the charge.
Click Save.
Open the tenant ledger and check it.
It now shows a credit (a negative amount).
Note: For prepayments, you should create a credit charge on the new tenant ledger. If you tried to transfer a prepayment by creating a new prepayment receipt, it would throw off the cash account.