What should I do if a Tenant has paid for something on behalf of the Landlord and the Landlord has agreed to receive less rent?

If you have a scenario where a Tenant has paid for something at the Property on behalf of the Landlord and the Landlord has agreed to receive less rent as a result, you can use the Write off Rent function for this. 

The Write off Rent function will allow you write off a full rent or a portion of the rent in Expert Agent.

Allow the rent charge to raise as normal (for the full rent amount). When the tenant makes their payment to you, receipt in the amount received from the Tenant via your usual method. Ensure that you enter into the "amount received" box/edit the "amount received" to the amount that has been paid to you and not the full rent amount. The Rent will be marked as partially received when you save.

Now that the Rent charge is marked as partially received, we can next write off the outstanding amount as agreed by the Landlord. To do this, on the Tenancy record - right click – Financial – Write Off Rent

The Write off Rent Demands window will open showing any rents that are available to be written off. Firstly, enter in the Notes field the reason for the rent write off then tick the “Select” tick box alongside the rent. Confirm the “Write-Off Amount” to ensure it’s correct and Save.

We can now see the rent being written off on the Tenancy Statement with the reason for the write off

If the Landlord has agreed the reduction in rent but will still be charged your full Management Fee – once the portion of the rent has been written off, the Management Fee will be charged based on the amount received. 

For this scenario, you will need to Cancel the automatically generated Management Fee from the Landlord record and manually create a Sales Invoice from the Landlord record for your Management Fee charge at the full amount.