In addition to recurring tenancy charges such as rent and service charges, Affinity allows housing associations to record one-off charges against a tenant's account.

These charges (displayed as Fees within Affinity) represent amounts that are due from the tenant but do not form part of the recurring tenancy charge schedule.

Typical examples include:

• recharges for wilful property damage;
• agreed property improvements to be repaid over time;
• administration charges;
• other one-off costs that the housing association wishes to recover from the tenant.

One-off charges are maintained separately from recurring tenancy charges and are managed through the Fees tab within the Tenant view.

Outstanding One-off Charges

When recording a Tenant Payment or Benefit Payment, any outstanding one-off charges are displayed beneath the recurring charge allocation.

For each outstanding charge, Affinity displays:

• the Fee Type;
• the outstanding balance;
• the amount that will be allocated from the current receipt.

By default, no part of the receipt is allocated to outstanding one-off charges. The full receipt is therefore allocated across the recurring charge types in accordance with the active charge schedule.

Users may instead allocate some or all of the receipt towards outstanding one-off charges before the remaining balance is automatically apportioned across the recurring charge types.

Paying All Outstanding One-off Charges

To allocate the receipt towards all outstanding one-off charges:

1. Enter the Receipt Total.
2. Click Pay in Full.

Affinity automatically allocates the receipt across all outstanding one-off charges, paying each in full.

Any remaining receipt value is then allocated across the recurring charge types using the active charge schedule.

Important: The Receipt Total must be equal to or greater than the total value of all outstanding one-off charges. If insufficient funds have been entered, Affinity displays the following message:

"The Fee payment total cannot exceed the Receipt Value."

Increase the Receipt Total or use the partial payment option described below.

Making Partial Payments

Where the tenant wishes to pay only part of their outstanding one-off charges, or where the receipt is insufficient to clear them all, partial payments can be recorded.

To do this:

1. Enter the amount to allocate against each outstanding one-off charge in the Value (€) column.
2. Click Sum Values.

Affinity totals the entered values and allocates those amounts against the selected one-off charges.

Any remaining receipt value is then allocated across the recurring charge types using the active charge schedule.

Multiple Outstanding Charges

Where several outstanding one-off charges exist, payments may be allocated across any combination of them.

Affinity automatically totals the amounts entered against the selected charges before allocating the remainder of the receipt across the recurring charge types.

Interaction with Recurring Charge Allocation

One-off charge allocations are performed before the remaining receipt is apportioned across recurring charge types.

For example:

• Receipt Total: €150
• Outstanding Recharge: €30

If €30 is allocated towards the recharge, the remaining €120 is automatically allocated across the recurring charge types using the active charge schedule.

This ensures that one-off charges can be recovered without affecting the proportional allocation of the remaining receipt.

Notes

• One-off charges are available only when recording Tenant Payment and Benefit Payment receipts.
• Security Deposit receipts cannot be allocated against one-off charges.
• In practice, one-off charges are typically recovered through Tenant Payments, although Affinity also supports allocation from Benefit Payments where appropriate.
• Allocating funds towards one-off charges is optional.
• Any part of the receipt not allocated to one-off charges is automatically distributed across the recurring charge types using the active charge schedule.