1. Charge Money (Increase Tenant Balance)
Use these when you are adding charges to a tenant ledger.
Scenario | Transaction Type |
Monthly rent or subsidy rent | Rent Due / Subsidy Rent Due |
Fees or utilities (NSF, cleaning, etc.) | Charge to Tenant |
Collecting deposits | Security Deposit / Pet Deposit / Key Deposit |
Owner-related reimbursement | Charge to Owner |
2. Reduce What the Tenant Owes (Credits Tenant Balance)
Use these when lowering a tenant’s balance.
Scenario | Transaction Type |
General credit | Credit to Tenant |
Decreasing rent amount | Rent Adj Dec |
Reversing a fee (late fee, etc.) | Rev Late Fee |
Move-in promotions | First Month Free / Move-In Credit |
3. Record a Payment (Money Coming In)
Use when payments are received.
Scenario | Transaction Type |
Tenant payment | Tenant Payment / EFT Tenant Payment |
Subsidy payment | Subsidy Rent Payment |
Returned payment (NSF) | NSF Return |
4. Give Money Back (Money Going Out)
Use when issuing refunds.
Scenario | Transaction Type |
Returning a deposit | Deposit Refund |
General refund to tenant | Payment to Tenant |
5. Move or Adjust Balances
Use when transferring or correcting balances.
Scenario | Transaction Type |
Moving tenant to a different unit | Transfer to New Unit |
Adjusting starting balance | Starting Balance / Balance Adjustment |
Transferring subsidy balances | Transfer Subsidy Bal |
6. Remove Balance (Uncollectible)
Use when writing off amounts that will not be collected.
Scenario | Transaction Type |
Writing off bad debt | Write Off |
7. Maintenance-Related Transactions
Use for maintenance billing.
Scenario | Transaction Type |
Tenant responsible for maintenance | Maintenance – Tenant |
Owner responsible for maintenance | Maintenance – Owner |
8. Documentation Only (No Financial Impact)
Use when no financial transaction is needed.
Scenario | Transaction Type |
Record notes or communication | Notes / Letters / Contact History |
Quick Decision Tips
When unsure, ask yourself:
- Am I adding money? → Charge
- Am I reducing money? → Credit
- Did I receive money? → Payment
- Am I returning money? → Refund
- Am I moving or correcting balances? → Adjustment/Transfer
- No financial impact? → Documentation
Best Practices
- Always select the most specific transaction type available
- Avoid using general transactions (like “Charge to Tenant”) when a more specific option exists
- Double-check your selection before posting, as it directly impacts reporting and ledgers