Changing Rental Details
When you click on a customer's name and go to his/her page, there is a section called Current Rentals which shows what units the customer is currently renting. There is no way to get back to the "rent unit" page after you've rented a unit to a customer. All changes must be made from the current rental section or the buttons at the top of the customer's page.
To access and/or make changes to the Current Rentals section:
1. Log in to your account
2. Search the desired customer's name in the search bar at the top of your screen. Click on his/her name.
3. The page which comes up is called the customer's profile page. The Current Rentals section is located just above the billing history.
4. There are several features worth explaining. We'll take them one at a time below (see #5 as well).
A. Unit: The first column is called "Unit" and shows the unit number currently rented and also the size of the unit. If you click on the unit, you can access the unit information, tenant history, status, gate code, edit button, etc. (see pictures below).
See buttons in the top right corner.
B. Move In Date: The move in date doesn't change anything in the billing history. It is more for your personal information. To change the date, click the blue Edit button below the date, and you will be taken to the edit page pictured below.
C. Price: The price showing in this column is how much the customer is charged monthly for rent. For this customer, the amount is $250. This price can be customized to a price that will only affect this customer. To do that, see #5—D below.
5. This section will explain how to change the unit price, how to show a deposit paid, etc.
D. Billing Cycle: To change the price of your customer's rent—or to change how often they are billed—click on the Edit button below "Each Month."
This screen is the closest to the "rent a unit" screen you can access after renting the unit to a customer.
To change the price or the billing cycle, click the "Custom" option under the dropdown box. (Note that the unit price is listed under the custom option. This size of unit currently runs for $300 but is only $250 right now for this customer.)
Insert the new rental price in the Monthly Price Before Discount box.
You can also change the Billing Cycle if you wish. If your customer wants to be billed, say, yearly, the price would stay $275, and the Billing Cycle would be "12 months." The customer would end up paying $3,300 on his next bill date and then will not be charged for another year.
Be sure to click Update Rental after any change you want saved. Notice how the price has changed.
E. Deposit Paid: If the amount showing is $0.00, that means no deposit amount has been paid on this account.
If you forgot to show that the customer paid a deposit and you did not already charge it to the customer's account (look in the billing history), you can click on the blue $0.00, input the amount, and mark it as previously paid. When you click the "Charge Deposit" button, it will create a charge in the billing history and will also show that the deposit was paid.
F. Next Bill: The date showing here is the next time the customer will be charged rent by the software.
If you need to change that date, click on the Edit button under the Billing Cycle column.
To the far right is the section where you can change the next bill date.
Click on the date, and select the day you want the customer billed in the future.
Many people worry about the wording "You have selected a Next Bill Due that may cause this rental to be invoiced again for the same period." Most the time, I tell my customers not to worry about it. However, it wouldn't hurt you to understand why the wording is there. The warning pertains to the invoice posting date. Just like you receive your bills in the mail about a week before they are due, the system automatically "posts" the invoice to the customer's billing history a week or so before the due date. So, if the bill has already been posted to the customer's history, and you move the bill date back further than a week or two, the system will create a new bill a week before the new bill date. To avoid this problem, check the customer's billing history to see if there is a bill already posted for this month. If there is, you can always click on the date to the left of the charge and change the amount to $0 and click save.
Click the Update Rental button at the bottom of the page to save your change.
G. Paid To Date: Right now this account does not show a paid to date since it is a new rental. After the first payment, however, a date will appear. Let's say it is October 20 right now. The customer has been billed every month but hasn't paid since June. The next bill date will show 11/1/2017, but his paid to date will be 7/1/2017. This means he will be billed again in November, but he hasn't paid since June.
H. Insurance: If the customer has insurance, it will show the coverage amount under the insurance column. Note that if you change the billing cycle to, say, every six months, the insurance will remain monthly because that was how it was originally set up. The easiest way to get around this is to move the customer out and back in with the new billing cycle set.
To view insurance history or to discontinue an insurance option, click on the blue insurance amount. There are a few things to note on this page.
First, the policy can be cancelled by clicking the Cancel Policy button. The history will NOT disappear, and the policy can be added again later if you choose to do so.
Second, the Insurance Agreement can be signed by the customer when he/she logs in to the software. To send a signature request, you can click the buttons at the top right.
Third, the Invoice History of bills and payments is listed at the bottom of the page.