Renting a Unit
You can rent a unit to a customer a couple ways—one is by using the "Units" tab and the other is by going through the "Customers" tab.
If you are in the process of entering your data, we recommend using the unit tab since it is faster for multiple rentals. If you are not doing data entry, renting from the customer's profile page is fine (click the link above to jump to this section).
1. Hover over the "Units" tab and select "List View."
2. Click the first unit number in the list. I'd recommend right clicking the unit number and opening it in a new tab, so you can leave this page open to rent the next unit. (If you do not see units listed, you need to create unit types and units before you can rent them to a customer.)
3. Click on the "New Customer" dropdown box, and select the customer who has rented this unit. Then click "Rent to Customer."
4. Your new page will look like the screen shot below. In the following steps, I will explain what each section means.
5. First, note the unit type and number have already been selected. This is the difference between renting from the unit tab and from the customer page. In the customer page, the unit type and number will not be selected on this screen.
6. The first field you can edit is the start date for the billing cycle. The date you put here will be the date your customer is next due for rent. If you want everyone due on the first of the month, you would select the next first of a month as the date.
Note: This must be a future date. If your customer is behind payments, we will note that a little further down.
7. The "plan" section is the price your customer will be paying monthly. It will automatically populate the price of the unit.
If your customer pays a different amount than shown, click the box and select "Custom" in the dropdown.
The "Monthly Price before Discount" where you input the custom price your tenant will be paying. So, let's say Harry is paying $75 a month on a unit that you now rent for $80. You would type $75 in the "Monthly Price before Discount" section, and you would leave the "Discount" at 0.0 and the "Billing Cycle" at 1 month. This will not change the price of the unit for anyone else, only for this specific customer.
If you are giving the customer a percentage discount, input the full price of the unit in the "Monthly Price Before Discount" section, and input the discount in the 0.0% box.
If the customer wants to pay once a year or a few months at a time, you would select the dropdown box under "Billing Cycle" and select how many months the tenant is paying. For example, yearly payments would be a "12 month" billing cycle. Every six months would be a "6 month" billing cycle. Let's say Harry wants to pay once a year. His "Monthly Price before Discount" will be how much he would be paying a month, so $80. The discount is 0.0. The "Billing Cycle" is 12 Month. At the bottom of the page, you will see he will be paying $960 the next time he is billed.
If you are wanting to rent a unit to someone at no charge, put any amount in the "Monthly Price before Discount" section (it cannot be zero) and then give 100% discount.
8. If the customer has an insurance plan, you can select it here. (Before options will show in this box, you must first add the insurance plans under Setup > Insurance > Add (button under available plans).
9. If you do not charge a deposit, make sure the box is unchecked. If you DO charge a deposit, click the box and read the rest of step 9.
Note: The deposit amount can be refunded when a customer moves out. The setup fee (see #10) is not typically refunded. Tax is not charged on the deposit. If you charged tax, you need to reflect that in the amount.
After clicking the deposit box, you will see the deposit amount and also another box giving you the option to mark the deposit as previously paid. If the customer paid his/her deposit in the past, click that box as well!
10. If you do not charge a setup fee, make sure this box is not checked. If you DO charge a setup fee, click the box and continue reading.
After clicking the box, the setup fee and an option to charge tax will appear. (If you need to charge tax but see no options in the dropdown box, you have to first add tax options under the setup tab > Tax Rates > New Tax Rate.)
12. Does the customer have an outstanding balance (owes you money)? If so, select the "Balance Forward" fee under the "Add a fee" dropdown.
This new page will come up. You can change the name to whatever you'd like (Unpaid rent for June, etc.). The amount is how much the customer owes you. When done, click "Add a Fee." When you finish the renting process, this amount will show outstanding on the customer's balance.
12. If you don't know what proration is, please see our blog entry "Understanding Storage Vocabulary." You can select your preferred proration option from the dropdown box. The most commonly used are the last two listed.
13. The move in date can be any time in the past. If your customer moved in June, 2014, simply type in the date in the box or find it through the calendar.
14. If you have a state tax, you can select it in the dropdown here. Again, if you need to charge tax but see no options in the dropdown box, you have to first add tax options under the setup tab > Tax Rates > New Tax Rate.
15. Double check the prices and then click "Rent Now." The deposit will show as a charge even if you clicked the "mark as previously paid" button. Don't worry! The system will still mark it as paid after you click the rent button.
16. After clicking the rent now button, you can verify the rental from the customer's page. The "Rental" section shows all the information you input. If you marked the deposit as previously paid, it will show that here as well.
17. Go back to the unit tab to rent the next unit!
1. Click on the Customer Tab > All Customers
2. Find and select the customer to which you want to rent the unit.
3. Click the "Rent a Unit" button at the top of the page.
4. Click the Unit Size and Number. Then follow the steps starting at #6 above (they are the same from here). Note: This is where the renting process differs. If you rent from the unit tab, you do not need to select the unit type and unit number. Some feel it is a little faster because of this.