Chase arrears (report on tenant or landlord debt)

1. Access the arrears screen

From the main menu:

• Click Lettings/Rentals and select Chase Arrears

The Arrears screen is displayed:

• Tenants in arrears are shown - click Landlords (top right) to switch to viewing landlords in arrears

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• Click an entry to see more detail of the arrears in the panel across the bottom of the screen

• Use the Older than, Amounts over and Only rent arrears options at the top of the screen to determine which arrears you view

• Click Filters to apply further filters to the arrears on view and click Accept
  Options are to filter by arrears Category, by Office, by Negotiator, by Role (i.e. Managed Tenancy, Rent collection etc.) or by tenancy Type (Assured Shorthold, Company Let etc.)

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2. Add notes, tasks & call reminders

• Click Show notes (bottom right) to view notes panel to the right of the screen

• In the main screen, select the arrears record you wish to add a note/task/call reminder for:

  • Click Add to add notes 
    Once added and saved, notes are non-editable so provide a reliable audit trail

  • Click Tasks for options to create new tasks and view existing, as well as the option to Create call reminder

3. Create arrears letters

On the left of the screen:

• Tick the arrears you wish to create letters for and click Print (bottom right)

• Choose whether to Select tenancies by number of days in arrears

• Select Letters and click Proceed
  Where arrears email templates are setup, E-mail can be selected

• The Letter Generator screen is displayed showing available templates

  • Select the required template and click Create

4. Create journal entries

After creating the arrears letters:

• When prompted to Create journal entries, click Yes

• Details of letters sent can be seen in the Notes panel

• The Last Letter column holds the date an arrears letter was last generated

5. Enter follow up date

A follow up date can be set on each entry

• Right-click over the arrears and click Set follow up date

• Enter the date and click Accept

• The date is entered into the Follow up column
  This allows the arrears to be sorted or searched by date

• Click the column heading to sort in ascending or descending order
  Or click to the right of the column for the option the search by date

6. Payment plan

Tenants in arrears who have a payment plan in place can be identified

• Ensure grid is set to show Tenants arrears (top right)

• Right-click over the required tenant arrears and select Set payment plan then select Yes or In Negotiation (No is selected by default)

To allow payment plan information to be visible on the arrears screen:

• Right-click over the column headings, select Pick columns and click Payment Plan

• The new column is added to the far right side of the grid - click and drag the column heading to the desired position

• Right-click over the column headings again and click Save grid layout

• The column will now show when using the arrears grid again - grid functions can be used to sort or filter by content

  • To sort the list, click the column heading

  • To filter or group the list, hover over the right of the column heading and click the arrow

When a payment plan flag is set to Yes or In Negotiation, it can be cleared:

• Right-click over the tenant arrears and select Clear payment plan