The functionality of apportioned rent allows you to create a pro-rata rent charge if the rent due date differs from the tenancy start date. This could be due to the tenant moving in on the 20th of the month, but the monthly rent being due on the 1st of the month going forward. Alto will allow you to raise an apportioned rent charge from 20th – 30th/31st, then raise a monthly charge from the 1st for the months thereafter.

This article includes: 

Initial set up

To be able to use this feature, some default settings must be in place. If you need to edit your default settings, you will need access to System Administration. Your appointed office Group Administrator will have access to these functions.

To set up the default settings:

  1. Click Tools on the main toolbar
  2. Within System Tools on the side menu, click System Administration
  3. Click Branches
  4. Click Edit next to the relevant branch
  5. Scroll to the bottom of the screen and click Lettings Charges 
  6. Ensure the items outlined in the image below are set to Yes within the Selected column
  7. If any items are not selected, click Edit and tick Enabled

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New Tenancy

  1. Click Progressions on the main toolbar
  2. Click the relevant property in the list to take you through to the relevant tenancy
    1. Alternatively, find the property using the Search Lettings bar in the top right
  3. In the Tenancy Progression, click Edit Tenancy
  4. Edit the First Full Rent Date if the rent is due on a different date to the tenants move in date
  5. Click Save
  6. Click Actions
  7. From the dropdown menu, click Add Initial Invoice or Finalise Let to produce the charges
    For more information on Creating an Initial Invoice for a new tenancy, click here

An example of charges: 

  • A single rent charge for the apportioned rent period 15/04/2020 to 30/04/2020 for £894.24
  • The first full rent charge 01/05/2019 to 31/05/2020 of £1700.00
  • A single apportioned rent charge for the end of the initial term 01/04/2020 to 14/04/2020 of £805.76 

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Renew Tenancy

When changing a tenancy to renewing, you have the option to edit the First Full Rent Date to apportion the rent for the next period, if required.

  1. Click Tenancy on the main toolbar
  2. Select the relevant tenancy from Recent & Favourite Tenancies
    1.  Alternatively, find the tenancy using the Search Tenancies bar in the top right
  3. Click Tenancy on the side menu
  4. At the bottom of the screen, click Renew Tenancy
  5. The Renew Tenancy window appears
    1. Edit the First Full Rent Date if the rent is due on a different date to the start date of the tenants new term

OR

  1. If you're on the Progressions screen, click the Tenancy
  2. Click Tenancy on the side menu
  3. Within the Tenancy top tab, click Progression
  4. Click Edit Tenancy
  5. Edit the First Full Rent Date
  6. Click Save
  7. Click Actions
  8. From the dropdown menu, click Finalise Renewal

Pro-rata rent charges are created in a similar way as a new tenancy. They are as:

  • An apportioned single rent charge for the new term
  • The first full rent due 
  • A single charge for the end of the initial term

New Periodic Term

When changing a tenancy to a New Periodic Term, you get the option to create an apportioned rent charge.

  1. Click Tenancy on the main toolbar
  2. Select the relevant tenancy from Recent & Favourite Tenancies
    1.  Alternatively, find the tenancy using the Search Tenancies bar in the top right
  3. Click Tenancy on the side menu
  4. At the bottom of the screen, click New Periodic Term
  5. The New Periodic Term window appears
    1. Edit the First Full Rent Date if the rent is due on a different date to the start date of the tenant's new periodic term
  6. Click New Periodic Term to confirm your changes
  7. A Note warns than an apportioned charge will not be created for the end of the tenancy term. Click OK 

Pro-rata rent charges are created, without a single charge for the end of the initial term as there is no end date on a periodic tenancy for this to be calculated. Examples are:

  • An apportioned single rent charge for the new term
  • The first full rent due 

Related articles: 

First rent charges on active tenancies

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