Duplicate rent charges can occur for several reasons, including editing a recurring rent charge that sets the next charge date to a past date, overlapping recurring schedules, manual and automated charge conflicts, expired/reactivated schedules, and lease renewal overlaps.
Deleting Duplicate Charges
To delete duplicate charges:
Navigate to the tenant's lease and open the Transactions tab.
Locate the duplicate charge in the list.
Click the three-dot menu on the right of the charge entry or use the checkbox next to the charge.
Select Delete to remove the duplicate charge. This action updates the tenant's balance automatically. Ensure that only one correct charge remains for each billing period.
How to Fix It
Adjust Recurring Rent Schedules
Open the Recurring Rent settings in the lease.
Edit the start date of the older recurring rent to a future date, then delete it. Ensure only one recurring rent schedule remains active.
Correct Misdated Charges
Open the tenant ledger and edit the charge dates to align with the correct billing cycle (e.g., the 1st of each month).
Remove any extra charges that overlap with the corrected dates.
Investigate User Actions
Use the Audit Log in the Reports section to review user activity and identify changes to recurring rent schedules or manual postings. Filter by property, lease, or tenant to pinpoint the source of duplicate charges.
Manage Payments
If payments are split across multiple charges, allocate the payment to the intended charge by setting other charges to $0. This ensures the payment applies to a single charge.
After editing any recurring rent charge, always check the next charge date to confirm it is set to a future date before saving.
Preventive Measures
Configure Recurring Rent Correctly: Ensure only one recurring rent schedule is active for each lease period. Avoid setting up both a recurring rent and a manual recurring charge for the same date.
Avoid Manual Overlaps: Do not manually post charges for periods already covered by recurring rent schedules.
Review Lease Settings: After renewing a lease, verify that the new recurring rent schedule starts after the previous one ends to prevent overlaps.
Monitor Changes: Regularly review the Audit Log to track user actions and ensure no unintended changes are made to recurring rent schedules.