Auto Allocating Tenancy Charges

The Auto Allocation setting allows you to choose whether charges on tenancy ledgers should be automatically allocated to. You can also setup a priority order based on the charge type, so that for example deposit charges are allocated to ahead of rent charges.

To setup auto allocation, head to Settings > Company Settings > Accounting > Reconciliation & Allocation tab.

For more information on the other Accounting based settings, see this help article.

The first setting is to choose whether you want to use the auto allocation feature.

If this is left disabled, it will have no impact and all charges on tenancy ledgers must be manually allocated to.

If this is toggled on, at 4am each morning the system will check for any charges on the the tenancy ledger and allocate any unallocated funds to those charges prioritised by the charge type which can be manually set.

However any receipted funds that are marked as 'do not auto-allocate' will be excluded from this.

If you choose to enable auto allocation, you will see an additional section for priorities. This is where you choose the order of priority for allocation for each charge type, ie which charges should take preference over others.

Firstly you need to select whether to auto allocate based on the oldest due date or just by the specific charge type.

If you select to allocate based on the oldest due date, the oldest charge on the tenancy ledger will be allocated to, regardless of the charge type. The only exception to this is if two charges have the same due date, in which case the priority order you set below will be used.

If you select to allocate based on specific charges, the system ignores the due date and will allocate solely based on the charge type.

Next you can choose the priority for allocation by charge type. Simply click and drag each charge into the order that you want. For example, if you want deposit charges to be allocated to above everything else, you would move this to the top of the list.

The final setting is to choose whether you want upcoming charges to be automatically allocated to.

If this is toggled on, at 4am the system will also allocate any unallocated funds on a tenancy ledger to any upcoming charges that are due in the next 7 days and have generated. Charges outside of this range will need to be generated before they can be allocated to.