Prorated Rent from the Rent Unit Page
You can prorate only when initially renting a unit to a customer (not when transferring from one unit to another). You typically don't want to prorate when transferring units because the customer has usually paid a full month's already, and you don't want to double charge. If you do need to add an additional amount when transferring, add it as a fee.
To Select Prorating Options
1. Log in to your software.
2. Search for the customer for whom you want to rent a unit. Click on his/her name. (You will need to create a customer profile in order to rent a unit to that person.)
3. Click the Rent Unit button at the top of the customer's page.
4. In the new screen that appears, the prorating options are located close to the bottom. If you have a default manager setting created (setup tab), the facility prorating default will automatically populate the field.
5. Click the drop-down box. There are five prorating options which are explained further below (see A-E). Note: The most common prorating option is Prorate this month and bill full billing cycle starting next month.
A. Custom Prorating: You would only use this option if you have, say, insurance that needs to be prorated as well. You can customize the prorated price and also insert a prorated insurance premium.
B. Bill for the first full month, Prorate second month billed now: Let's say you have a customer who moves in on the 15th of October. You want to charge him for a month's rent—October 15 to November 15—and also charge him for the rest of November (the prorated amount), all due right now. If rent for a month is $60, the customer would pay you $90 right now if you selected this prorating option, and he wouldn't be due again until the first of December.
C. Bill for the first full month, Prorate second month billed later: You would select his option if you have a customer who moves in on, say, October 15, and you want to charge him for October 15 to November 15 right now. However, when he is due again on November 15, you want to only charge him for the rest of November (a partial rent) so his billing cycle will change to the first of the month starting in December. If rent is $60 a month, he will pay you $60 now, and come November 15, he will pay you about $30. On December 1, he will pay the regular $60 and would continue doing so on the first of the month for the foreseeable future.
D. (Most Popular) Prorate this month and bill full billing cycle starting next month: Select this option if you have a customer move in on, say, October 15, and you want to charge him the remainder of the month's rent (a partial amount) with the intent for his regular billing to begin on November 1. If rent is $60/month, he will only pay you $30 right now, and come November 1, he will pay you $60 for that month and so on for the future.
E. Prorate this month and bill now for the first billing cycle: Let's say you have a customer who moves in on October 15, and you want to charge him for the remainder of October and also all of November right now. His regular billing will resume on the first of December. If rent were, say, $60 for a month, he would pay you both the $30 for the rest of October and also the $60 for all of November, totaling $90, right now. His next bill date would not be until December 1 when he is billed $60 for that month, and so on for the foreseeable future.