When a tenant moves out, you need to do two things:
Change the tenant's status.
Refund the deposit.
As an option, you can enter a forwarding address.
To change the tenant's status
On the Tenant page, click the Edit icon (the pencil) and change the Status from Current to Past.
When you do this another screen appears, where you enter the Move Out Date and (optionally) the reason for moving.
Complete the screen and click Ok.
The options for Reason for Moveout come from a list that can be modified as needed. Go to Admin > Toolbox > Custom Lists (tile) > Reasons for Moveout (tab).
The Promote Additional Tenant function makes a roommate the main tenant, creating a new tenant record.
Do not change the status to Past unless the tenant has actually moved out. In some cases, changing the status to Past cannot be undone. For example, Tenant A is scheduled to move out on August 31st, but doesn't actually move out until September 5. On the 31st, you change his status to Past. On the 2nd, you want to change his status back to Current, because you are running the Rent Roll and you want it to show all current tenants. However, the system prevents you from changing Tenant A’s status back to Current because another tenant has been assigned to the unit (Tenant B who is moving in on the 15th). If there is a tenant with a status of Current or Future assigned to a unit, you cannot change Tenant A’s status back to Current.
To refund the deposit
Click the Refund Deposit button. The Deposit Refund screen appears.
Lower part of screen:
The screen shows the available credits (deposits), any outstanding charges, and the amount owed to the tenant or the landlord.
You can enter a forwarding address for the tenant.
Select Print Moveout Statement to have Breeze generate a statement. Breeze will also attach the statement to the tenant record. (This feature is only available if the tenant's status is Notice or Past and the Move Out Date is the current date or a past date.)
If needed, you can add detail lines to enter additional charges; for example, a fee for cleaning or a fee for damages. (In the detail section, click Add Row.)
If the tenant is moving out mid-month, there will be a line for the last month's rent. For more information, see the next section of this article.
Click Post. If the tenant is due a refund, the system creates a payable to the tenant. To write a check to the tenant, open the payable and click Pay Now.
Last Month's Rent
If the tenant is moving out in the middle of a month, and the tenant has not paid rent for the month, Breeze adds a prorated charge for the extra days.
In the following example, the move-out day is 01/15/2020.
If the tenant has already paid rent for the month, Breeze adds a credit charge, prorated for the number of days not occupied.
In this example, the move-out day is 12/15/2019.
You can edit these charges as needed. You could also deselect them if they are not necessary.
Note: If you need to locate a Past Tenant you can use the global search feature. You can also review Tenants > Tenants > Click the filters button > select Past in the Status drop down > click Apply > search for the Past Tenant.