Fix a tenancy entered by mistake

Retire a tenancy that should never have been recorded, without pretending it ended.

When to use this

Use it when the tenancy itself is a mistake: the wrong unit, the wrong tenant, a duplicate, or a test entry you made while finding your way around.

Do not use it for a real tenancy that is ending. That is End a tenancy and close it out. Recording a real tenancy as a mistake would leave your records saying it never happened.

Before you start

• You need to be an account owner or an approving manager. A manager who needs sign-off to post a charge cannot reverse a whole tenancy's worth of them.
• Your account needs this turned on. If you do not see the option, ask us to enable it.

Steps

1. Open the lease from Leases.
2. Choose Entered by mistake, next to the stage control. If you are already in the move-out flow and have realised the problem there, the same option appears on its first step.
3. Read what it will do. It tells you exactly how many rent charges will be reversed and for how much, and which deposits will be returned.
4. Say why it was entered by mistake. This is kept on the tenancy's history.
5. Choose Record as entered by mistake.

What happens

• Any rent charged is reversed, not deleted. Each charge stays on file, marked as reversed, and your books balance because the reversal is posted rather than the original being erased.
• Any deposit still held is returned in full. There is no damage to deduct for on a tenancy that never happened.
• The tenancy leaves your active list and stops counting anywhere.
• Nothing is deleted. Every record stays, and the change is on the tenancy's stage history with your reason.

If it will not let you

It will tell you why, and take you to the screen that fixes it.

• A payment has already been received. Real money arrived, so it is not a typo. Refund it on the Money tab first, then come back.
• A rent charge is in a closed accounting period. Reopen that period first, then try again.
• A document has been signed. A signed lease or a tenant-signed condition report means this was a real tenancy. Use Move out to end it instead.

Changed your mind

The tenancy can be brought back. Open it and use Reopen, the same way any finished tenancy is reopened. See Reopen a finished tenancy.