Stop or Close a Tenancy in Tenancy Manager

To stop or close a tenancy in the Rents view of Tenancy Manager, there are several options depending on the particular circumstances.

Stop adding new rent but keep a tenancy in the Rents view

You might be at a point where the tenancy has ended and the tenant has vacated, but there may be outstanding matters you want to continue tracking for a while, including, for example:

  • The deposit is yet to be repaid
  • There might be outstanding arrears to be paid reasonably quickly (for long-term payment plans, see later)
  • There might be an outstanding invoice awaiting completion for damage or similar

If you want to stop Tenancy Manager from adding more rents due but want the tenancy to remain visible in the Rents view, follow these steps:

  1. Navigate to the Rents view (Tenancy Manager -> Rents in the sidebar).
  2. Locate the tenancy and click the small triangle to expand the record.
  3. Navigate to the Rent Info tab and click Edit.
  4. Edit the Next Rent Day date to today or any other date in the past.
  5. Click Save.

This will stop the system from adding any further rents due, because the Next Rent Day will never provide a hit when the system checks every morning for the next rent day.

Close and hide the tenancy from the Rents view entirely

If the tenancy is finished and should now be removed from the Rents view, please follow these steps:

  1. Navigate to Tenancies in the sidebar.
  2. Locate the tenancy and, via the action button, select Archive.

The tenancy will now be hidden from the Rents view. To view the tenancy or restore it, navigate to Tenancies in the sidebar and select the Archived toggle at the top.

Alternative method to close and hide the tenancy from Rents

As an alternative way to hide the tenancy from the Rents view, you may follow these steps:

  1. Navigate to the Rents view (Tenancy Manager -> Rents in the sidebar).
  2. Locate the tenancy and click the small triangle to expand the record.
  3. Navigate to the Rent Info tab and click Edit.
  4. Change the Is Archived dropdown to Yes.
  5. Click Save.

The tenancy will now be archived and hidden from the Rents view. To view the tenancy or restore it, navigate to Tenancies in the sidebar and select the Archived toggle at the top.

Hide and close the tenancy but still track outstanding amounts due

You may remove a tenancy from the Rents view and still track any outstanding payments by utilising the Tenant Invoices section.

  1. Add a new Tenant Invoice by navigating to the Rents view, expanding the record and selecting the Invoices tab, or navigate to Tenancy Manager -> Tenant Invoices in the sidebar.
  2. Add an invoice and fill in the fields. For the description, enter a line-by-line list of items due (such as rent, damage, etc., and you may deduct the deposit from the invoice by using a negative number).
  3. Follow the steps earlier to remove the tenancy from the Rents view (archive).
  4. The tenant's invoice will still be visible in Tenancy Manager -> Tenant Invoices for you to track payments received and send reminders.

For more detailed information about Tenant Invoices, please see this page.

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