Monthly charges consist of rent and other recurring charges (for example, charges for parking or storage).
We recommend that you post next month's charges on the 25th of the current month.
In this way, if a tenant pays rent early, there will be a matching rent charge and you won't have to create a prepayment.
To post monthly charges
1. Go to Accounting > Accounts Receivable > Monthly Posting.
2. Select one or more properties and enter the Post Month. (The Post Month is the month the charges are for. If you post charges early, for example, near the end of the month, select the next month as the Post Month.)
3. Click Display to preview the charges that will be created.
Breeze displays a report -- a list of units at the property and the Current Amount of charges for each one. The report also includes the Last Month's Amount and the Variance (the difference between the Current Amount and Last Month's Amount).
Using the buttons at the top of the screen, you can export the report to Excel or PDF. You can also Email the report; for example, if you have to get an approval before you post the charges, you can email the report to your boss.
4. If an amount is incorrect, you can to the Tenant screen and change the amount of a Scheduled Charge. For more information, see the next section in this article.
5. When you are ready, click Post or Post to G/L:
Post creates an unposted charge batch, i.e. a charge batch that you can review and post later. If you run into issues with Monthly Posting, a good troubleshooting step is to review and ensure that you went back and posted the unposted charge batch!
Post to G/L creates a posted charge batch.
What do I do if an amount is incorrect?
If an amount on the report is incorrect, you should change the source data--the Scheduled Charge on the Tenant screen--so that the amount will be correct the next time you run Monthly Posting.
You can change the scheduled charge either manually or by using the Rent Increase function (Accounting > Accounts Receivable > Rent Increase). The manual procedure is shown below.
1. Open the Tenant screen (Tenants > (Search)).
2. Scroll down to Current Scheduled Charges and click the Edit icon (the pencil).
3. Change the amount of the charge.
4. Click Save.
5. Return to Monthly Posting and rerun the report. The new amount will appear on the report.
6. Click Post to create the charges.
Automated Task
You can set up an automated task for monthly posting.
Last Monthly Posting
On the Property screen, you can view the date of the last monthly posting.
The date refers to the month. In the example, monthly posting was last run for March, 2024.
If you need to rerun monthly posting or repost rent charges, you can change the date. For example, you ran monthly posting on Feb. 25th, creating rent charges for March. But on Feb. 26th, two new tenants rented units in your building. You can change the Last Posted date to 02/2024 and run monthly posting again for the property. The function will only create charges for the new tenants--it will not create duplicate charges.
What do I do if I need to unpost the monthly posting charges or delete them?
There is not a direct "unpost" function in Breeze. If you need to undo charges created by monthly posting, you'll need to delete the charges via Admin > Toolbox > Delete Transactions.
What Report can I run to review the Charges?
We have a few options! You could review Reporting > Financial Reports > Transaction Register and Filter by Charges. Another option would be Reporting > Accounts Receivable > AR Analytics and select "Receivable Detail" or "Receivable Summary" as the report type.