How do I record a tenant credit or debit?

Tenant Credits / Debits are used to adjust a tenant's account without any funds being received or paid. They allow the balance of an individual recurring charge type to be increased or reduced without recording a receipt or payment.

Typical uses include:

• Goodwill Adjustment – A housing association may apply a credit following a complaint about an ongoing maintenance issue or another service issue. This reduces the tenant's outstanding balance without any money changing hands.
• Bad Debt Write-off – Where a former tenant has left an outstanding balance that is considered unrecoverable, the organisation may decide to write off the debt. Recording the adjustment as Bad Debt allows Affinity to report separately on bad debt write-offs.

To record a credit or debit:

1. From the main menu, select Bank.
2. Select Tenant Transactions.
3. Select the appropriate tenant account by either:
   • choosing the account number from the drop-down list, or
   • typing the account number into the search box until the correct account appears, then pressing Enter.
4. Select the Credits / Debits tab.
5. Enter the adjustment details.
6. Click Submit.

The following fields are required:

Adjustment Types

Select the appropriate type for the adjustment being made:

• Tenant Credit – Adjusts the tenant's contribution to the selected recurring charge type.
• Benefit Credit – Adjusts the Local Authority / Council contribution to the selected recurring charge type.

Bad Debt

Tick the Bad Debt? checkbox only when recording the write-off of an unrecoverable debt.

This allows Affinity to identify and report separately on bad debt write-offs.

Note: Credits / Debits do not involve the receipt or payment of funds. They simply adjust the balance of the selected recurring charge type. For more information, including when each type of adjustment should be used, see Bank Area → Tenant Transactions – Credits / Debits.