You can perform this function on the web version of Kolmeo Pro.

How to enter a Pro Rata rent record on the web version.

A pro rata rent record is used to calculate rent for a period of time outside of the normal payment cycle. This can be used when the tenant/s want to change the date their rent is due or to calculate the final rent amount when a tenant is vacating.

Enter a Pro Rata to change the rental due date:

Example: The tenant is on a monthly cycle due on the 4th of each month and would like to change their due date to the 15th of the month.

  1. Open the Tenancy. – If you're not sure how to do this, read the article how here.

  2. From the Tenancy click on Rent & Payments from the sub-menu.

  3. Click on the vertical ellipsis icon “” next to the Active Rent Record and select Edit.

  4. Next enter an end date for the rent record in the Rent To field. This is the last date that rent will be paid in the current period. Note: the end date of a rent record is inclusive. and should be entered as the day prior to the current rent due date, in the above example this would be the 3rd of the month.

  5. Click on Update to save. The Add Pro Rata button will now be available to click.

  6. Click on the Add Pro Rata button. The Rent From date is auto populated to be the next date rent is due on the current schedule. In the Rent To box add the date as the day before the new schedule is to start. In this example it will be the 14th of the next month.

  7. The pro rata amount due to be paid to move the schedule is auto populated in the amount field. Click on Add Record to save.

  8. A new rent record now needs to be created for the ongoing schedule. Click on Add Rent Record, enter the rent amount, ensure correct frequency is selected. The Rent From field will auto populate to be the new schedule date, in this case the 15th of the month. Don’t enter an end date, then click on Add Record to save

  9. Ta da, the future rent record has now been added for the new schedule of 15th of each month.

  10. If the tenant pays by direct debit, then the pro rata amount will be taken when rent is next due and adjusted to the full amount from the new due date.

  11. If the tenant pays by BPAY, let the tenant know the pro rata amount payable and the due date.

Note: For non-vacating tenancies, the Rent To date on the Rent Record shouldn't be entered as a date that the tenant has paid past, this date should be the Paid To Actual date or greater.

Enter a Pro Rata to calculate the final rent amount when a tenant is vacating off cycle:

Example: The tenant is on monthly cycle due on the 1st of the month, however has given notice that they will be vacating on the 20th of the month. A pro rata rent record is required to calculate the rent owned between the 1st and 20th of the month.

  1. Open the Tenancy. – If your not sure how to do this, read the article how here.

  2. From the Tenancy click on Rent & Payments from the sub-menu.

  3. Click on the vertical ellipsis icon “” next to the Active Rent Record and select Edit.

  4. Next enter an end date for the rent record in the Rent To field. The Rent To date should be the day prior to the last payment date due on cycle. Example: The rent is due on the 1st of each month and the vacate date is the 20th of April - Enter the Rent To date of the active rent record as the 31st of March, the Pro-rata rent will then automatically commence from the April 1st.

  5. Click Update to save.

  6. Next add the pro-rata rent record, this will also calculate the final rent amount.

  7. Click on Add Pro Rata, then enter the Rent To date as the Vacate Date, then click Add Record to Save.

  8. The pro-rata amount owed (final rent amount) will now be displayed in the Amount column of the Rent Record table.


Troubleshooting:

The Add Pro Rata button is not available to me.

Does the active rent record have an end date? You are only able to add a pro rata record if the active rent record has an end date.

There is a future rent record in place, and I need to change the schedule before the future rent record becomes active.

You'll need a little help from Kolmeo with this, please raise a support ticket with our Customer Support Team through the live chat.


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