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This guide has been reviewed against our global client base and classed as relevant to all regions

There may be occasions on the landlord statement where you need to reflect a credit note against tenant rent - this can be for paid, unpaid or partially paid invoices

For example, the landlord has offered a rent reduction or free rent period - raising the rent, then crediting, will allow the rent credit to appear on the landlord statement, allowing the landlord to refer back at a later date - another example is if a tenant has paid something directly that the landlord is liable for, and they are going to deduct this from their next rent - the credit could be raised, reducing their rent by that amount and this will be reflected on the landlord statement

1. Access credit note option on tenancy

From the tenancy, Accounts Functions panel:

  • Click Invoicing and select Credit Note

    If you are crediting a paid invoice, see next step
    If you are crediting an unpaid/partially paid invoice, skip to step 3

2. Crediting a paid invoice

From the Credit Notes screen:

  • Click Filters and untick Only show outstanding invoices

    Invoices that are not outstanding are now shown

  • Tick the box beside the invoice to credit

  • To Credit: if crediting the whole amount, leave as is
    OR over-type with the amount of rent to be credited

3. Apply a credit for unpaid/partially paid invoices

From the Credit Notes screen:

  • Tick the box beside the invoice to credit

  • To Credit: if crediting the whole amount, leave as is
    OR over-type with the amount of rent to be credited

4. Check management fees

The corresponding management fees will also be credited (this may not be applicable in all scenarios) 

  • If you still wish to charge the full management fee on the original rent, un-tick the To Credit box

5. Enter credit note details

  • Check Total to credit

  • Select the Type and enter the Description - this will display on the landlord statement

  • Options are available to:

    • Print credit note

    • Store PDF credit note (stores the PDF in the tenancy Letters folder)

    • Email PDF credit note

  • Tick the required option(s)

  • Click Finish

The credit will be displayed on the next landlord statement

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