The Credits / Debits tab is used to adjust a tenant's recurring charge balances without any funds being received or paid.

Unlike the Receipts and Payments tabs, no financial transaction takes place. Instead, the selected recurring charge type is adjusted directly.

Typical uses include applying a goodwill credit following a service issue, writing off an unrecoverable debt, or making another accounting adjustment that does not involve the movement of funds.

Recording a Credit or Debit

To record a credit or debit:

1. From the main menu, select Bank.
2. Select Tenant Transactions.
3. Select the tenant by either:
   • choosing the tenant's account number from the drop-down list, or
   • typing the tenant's 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.

Credit Value

The Credit Value determines the amount of the adjustment.

• Enter a positive value to apply a credit.
• Enter a negative value to apply a debit.

Unlike Receipts and Payments, Affinity does not automatically allocate Credits / Debits across multiple recurring charge types. Each adjustment applies only to the charge type selected by the user.

Type

The drop-down beside the Credit Value identifies whether the adjustment relates to the tenant's contribution or the Local Authority / Council contribution.

Adjustment Details

Date (Required)

The effective date of the adjustment.

Charge Type (Required)

Select the recurring charge type to which the adjustment should be applied.

Examples include:

• Rent
• Service Charge

The adjustment affects only the selected charge type.

Description (Required)

Enter a clear explanation describing why the adjustment has been made.

Providing meaningful descriptions helps maintain a clear audit trail for future reference.

Bad Debt

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

This enables Affinity to distinguish bad debt write-offs from other types of account adjustment and allows them to be reported separately within management reports.

Typical Examples

Goodwill Adjustment

A housing association may decide to reduce a tenant's balance following a complaint about an ongoing maintenance issue or another service issue.

In this situation:

• record a positive adjustment;
• select the appropriate Charge Type;
• do not tick the Bad Debt? checkbox.

Bad Debt Write-off

Where a former tenant has vacated a property or has passed away leaving an outstanding balance that is unlikely to be recovered, the organisation may decide to write off the debt.

In this situation:

• record a positive adjustment;
• select the appropriate Charge Type;
• tick the Bad Debt? checkbox.

This allows Affinity to report separately on bad debt written off during a specified reporting period.

Notes

• Credits / Debits do not involve the receipt or payment of funds.
• Each adjustment applies to a single recurring charge type selected by the user.
• Positive values create credits; negative values create debits.
• The Bad Debt? option should be used only when recording the write-off of an unrecoverable debt.