Chasing arrears (report on tenant or landlord debt)

1. Access the arrears screen

From the main menu:

• Click Lettings 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

  

• 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.)

  

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
  

• Click Print
  

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

• Select Letters and click Proceed
  
  The Letter Generator screen is displayed showing available templates
  

• Select the required template from the list 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