Agent Version

To enter an opening balance for a tenant

(To be paid to the Landlord)

If a tenant has arrears or has paid in advance (but you do not want to record in the bank), you enter this as a single invoice

Within the tenancy record, click on ‘Activity’ then ‘Schedule’ and select ‘Single’

Arrears – enter (SI)

‘Group’ - Rent

‘Date’ – Date balance was carried forward

‘Type’ – Invoice

‘Nominal’ – Rent nominal should always be control account in ‘2000’

‘Description’ – Balance brought forward

‘Net’ - The amount to be brought forward

‘Vat’ – Dependent on vat category ‘9’ is usually selected

‘Paid by’ – This should be pre-selected with the tenants account reference

‘Paid to’ – This should be the Landlord account reference

Paid in advance – enter (SC)

Repeat as above, changing ‘Type’ to ‘Credit’

Once all the information is entered and looks correct, click ‘Save’

(When monies are receipted against SI or SC, it will clear the funds to the Landlord and create the opposite SC or SI)

If you allocate an ‘SC’ to an ‘SI’, which is due to the Landlord, it will create an SI also, to remove this, you need to take out the ‘Extra Ref’ within the transactions. To do this follow the procedure below.

When the ‘SI’ appears in the ‘Clear Receipt’ window, de-select, then click ‘Clear Receipt’ and follow the process as normal

Now go into the ‘Tenancy’ record and then ‘Activity’ and from the list find the ‘SC’ transaction that will have created the ‘SI’ to the Landlord. Double click the transaction

This will bring up the ‘Transaction Detail’ window select ‘Edit’ then remove the ‘Ext Ref’ and ‘Save’

This will now have removed the transaction to be charged onto the Landlord

When monies are owed to the Agent not the Landlord, change ‘Paid To’ to ‘Agent’ and receipt into your Office Account

Landlord Version

(Check with your Accountant first before entering opening balances, as they may prefer you to put them to the suspense account)

If a tenant has arrears or has paid in advance (but you do not want to record in the bank), you enter this as a single invoice

Within the tenancy record, click on ‘Activity’ then ‘Schedule’ and select ‘Single’

Arrears – enter (SI)

‘Group’ - Rent

‘Date’ – Date balance was carried forward

‘Type’ – Invoice

‘Nominal’ – Rent nominal within the ‘4000’ range

‘Description’ – Balance brought forward

‘Net’ - The amount to be brought forward

‘Vat’ – Dependent on vat category ‘9’ is usually selected

‘Paid by’ – This should be pre-selected with the tenants account reference

Paid in advance – enter (SC)

Repeat as above, changing ‘Type’ to ‘Credit’

Once all the information is entered and looks correct, click ‘Save’

If the tenant has paid monies in advance and you wish to record in the bank, enter this as a payment on account

Payment on Account (Applies to both Agent and Landlord version)

Go to ‘Tenant Receipt’ - once you have selected the tenant, enter ‘Date’ & any ‘Reference’ – and in the ‘Amount’ column enter the value you wish to put as a payment on account then click ‘Post Receipt’

It will ask ‘Are you sure you want to post this receipt into sage’ – click ‘Yes’

It will now say ‘There is an unallocated balance of ***** Do you want to pay this as a payment on account’ – click ‘Yes’