The first step is to diagnose the issue as either negative or positive additional fees.
You can only pay management fees once the rent has been received. The system will not calculate percentages before income has been paid on the property
Once the charge is posted, make sure that the tenant payment is applied to the clearing charge.
Ideal bookkeeping is good judgment and intelligent organization within the bounds of regulation. While consolidation is often the key to organization, in some cases modest additional detail, or extension of a process can drastically improve property bookkeeping processes. Sensible choices when setting up the company banking and chart of accounts will put the books on track for smooth upkeep and painless auditing, internal or third party, but not all best practices are applied through the bookkeeping itself.
1. Run a General Ledger, add a "Created By" and "Created At" Columns, and under Grouping select "Created By". Set the date range to your desired window of time, check "Show Reversed Transactions" and that will provide a report of every entry and reversal in the system in your 30 day period.
We recommend recording the deposit via JE on your corporate property (a zero unit multi-family property for recording errors like this) by debiting Operating Cash/your main cash account, crediting some offset like Retained Earnings (it doesn't matter because it will cancel out)
You can also check for Bank Adjustments by running the Bank Account Activity report for All Time > Run the Report > Double click the "Type" column to group all of the transaction types together. Scroll until you find the group of bank adjustments. These should net each other out to $0.00. If they do not, that's what is causing your discrepancy.
You will simply need to make sure that any unpaid charges are reversed and then click the task on the right hand side on the tenant summary page "Hide Tenant"If the tenant has paid anything on the ledger
If you are an Owner Operator, or do not mind if the past balances change, then you can reapply the receipts paying the past HAP charges to Prepaid Rent by going to the receipt > Reapply Receipt > Check "Make Prepayment".
Send a Tenant Statement to all tenants who received a Rent Increase letter under Communication > Letters > Send Statements. This includes all current and future charges to the tenant.
On the tenant ledger, you will enter a charge to the Clearing Account for the SD and then a credit from Owner Held Deposit
If you need to record the emails on the tenant and owner pages then they would need to be manually added by taking a screenshot of the email and adding the file under "Attachments".