When you place a tenant into a property, you will be asked to enter a date that you would like to Begin Charges On:
for the tenant...
The program will begin generating invoices for the tenant from this date forward.
If you enter a past date into this field, the program will generate invoices on the tenant's account from that past date until now. If the past date that you entered was month's or years ago, it could end up showing a very significant past due amount for the tenant due to all of the past invoices that were generated. Rentec would not know how much or when the tenant made any of their payments during this time, so it would be up to you to manually enter all of the tenant's past payments if you want them to be reflected in the program.
There are several options to zero out the tenant's balance in this situation;
1) Manually post each of their past payments.
2) Manually post one payment that zero's out their entire past due balance. For example, if their balance is ($16,389.68) then post a payment for $16,389.68 to indicate that they are now paid up.
3) Change the Begin Charges On Date, so that invoices begin now or at the first of the year instead of months or years back in the past. This will not affect their move in date or their lease renewal date, it will simply change the number of invoices that are showing as due on their account.
To make this change, head to the Tenant's tab, right-click on the tenant and select Update Lease from the menu. On the next screen, focus on the left side of the screen that refers to the move in date. Make note of the move in date because you'll need to come back and re-enter it later. Change the move in date to the actual date that you would like the invoices to have begun on the tenant's account. Move the settings that asks if you would like to update the accounting from No to Yes, and then click the update move in date button at the bottom of the screen. After a few minutes, all of the invoices on the tenant's account will update to reflect the changes you just made. Then you'll want to go back into the same settings...right-click on the tenant's account and select Update Lease from the menu. Enter the tenant's original move in date that you made note of earlier, and this time leave the update accounting set as No, and click the update move in date button. This will display the move in date on the Tenant's tab and will not affect the lease renewal.
After making this change, depending on what you change the begin charges on date to, there will still be a past due amount on the tenant's account due to the invoices that have been posted. If the tenant has remitted payment(s) against any of those invoices, you'll then need to manually post those payments.