In order to record the fact that a tenant has paid rent or charges, you can record this transaction in ShowHouse in a number of ways depending on where you currently are within the system, although they all ultimately lead to the same tenant payment form.
The tenant may be paying rent and/or charges. This article focusses on payments received directly from tenants in relation to the tenant component of the rent due.
You may also wish to record receipt of housing benefit in relation to a tenancy with a benefit element.
- From the top menu select Accounting > Tenant Receipts and then choose the property or alternatively click Select by Tenant to choose a tenant to proceed to the payment form.
- If you are currently viewing the tenant, then click the Record Receipt action button.
- If you are currently viewing the property, then click the Record Receipt action button.
- If you are currently viewing the tenancy then click the Record Rent action button.
If a tenant makes a regular rent payment, e.g. via direct debit, then it may be suitable for processing via the Quick Rent Receipts feature.
Rent and charge balances
The tenant receipt form will display the current rent and charge balance for this tenant, and include the breakdown of the rent balance between money owed from the tenant and from the benefit agency. You can view the tenant statement for further details if necessary.
If a security deposit is due from the tenant that will be shown on the this form, but you must record the receipt of a security deposit via a dedicated deposit form as the process varies.
When you specify the total receipt value (see below), this will automatically be allocated fully to the rent balance, even if outstanding charges are listed. You may click Pay Charges in Full to allocate the appropriate amount to the charge balance and this will automatically reduce the amount which will be used to pay rent. A tenant may also wish to only make part payments towards outstanding charges so you can adjust the charge receipt fields manually.
Record a payment from the tenant
Choose either the tenant or property from the selector. The selector options will depend on how you clicked through to this form, e.g. if you click through from the tenant then that tenant will be preselected. If you prefer to select a property instead then click Select by Property to reload the form with property selections.
When you have recorded a payment from one tenant you may wish to quickly record a receipt from another; click Select Another Tenant.
Tenant receipt form fields
Provide full details of the payment received, as well as additional allocation information if you wish to apportion money between rent and any charges due for payment.
Payment Type: Specify if the money is being received directly from the tenant, or if money is being allocated from the tenant's credit balance. Read more on paying rent and charges from a tenant's credit balance.
Receipt Date: The date on which the payment was received (or allocated). Be aware of the impact that clearance periods may have on tenant and landlord statements depending on the method of payment.
Receipt Value: The total amount of money being paid by the tenant, or being allocated from the tenant's credit balance.
Paid Directly to Landlord: Set this to Yes if the tenant made the payment directly to the landlord without involving the agency.
Bank Account: Specify the bank account into which the funds were received. Client funds such as rent and charge payments can only be received into designated client bank accounts in line with general client accounting practices.
Payment Medium: The method of payment by which funds were received. Be aware of the impact that the payment method may have on the clearance date for funds. Available options are:
- Bank transfer
- Credit card
- Debit card
- Direct debit
- Standing order
Reference: This may be used to store a transaction or payment reference, e.g. a cheque number or lodgement slip ID.
Note: The agent may wish to store general note in this field, e.g. additional information relating to what the payment is for.
If more money is paid by the tenant than is currently due on their tenancy, then future rent may be applied on today's date if the tenancy permits. This rent income will be passed to the landlord's account in the same way as normal rent payments, and will also be subject to the same management fee, if applicable.
If you attempt to record more rent from the tenant than is currently due then a warning dialog will be shown to alert the user that any overpayment may be allocated to future rent if possible, or else will be placed on the tenant's credit balance.
Any receipt of money from a tenant prior to the agency conversion date will be placed directly onto the tenant's credit account where it may be allocated to rent or charges at a later date.
Read more on rent overpayments.
A management fee may be charged to the landlord when a tenant pays rent due on a tenancy. More details on applying management fees for collecting rent.
A management fee will only be charged on the rent portion of money received from a tenant. If some money is allocated to pay charges then that will not be subject to a management fee.
Print a receipt for the tenant
When the transaction has been recorded in ShowHouse you will have the option to print a receipt for the tenant, showing the details of the money received along with the rent and/or charges it has been allocated against. This is generated in PDF format. It may also be emailed to the tenant if required.
A receipt for a tenant payment may be generated at any time by viewing the tenant transaction and clicking Options > Print Receipt. The receipt may also be emailed from that screen via Options > Email Receipt.