It is possible to create Charge entries for only part of a Cost entry. This is useful in situations where costs are shared between tenants, or when a tenant vacates a Lease Unit before the end of the billing period.
Note:
Cost entries must already be posted before creating Charge entries.
When to use this
Use partial Charge entry creation in the following situations:
- A tenant vacates the Lease Unit during the month, but costs for the full month have already been posted.
- One tenant moves out and another moves in during the same billing period - costs must be split between them. You can create the Charge entries separately for each tenant’s period (see Scenario 2) or for the full period, and the system splits the cost between the Lease Contracts automatically (see Scenario 4).
- Costs for part of the period are no longer needed and should be closed without creating a Charge.
Scenario 1. Tenant vacates early - one Charge for a partial period
A tenant vacates the Lease Unit on 2026-04-14. Costs of 500.00 for the full month have already been posted (e.g. based on a Posted Purchase Invoice).
- Open Service Journal and run the Create Charge Lines action.
- In the request page, set the Date filter to cover only the period the tenant occupied the Lease Unit (e.g. 2026-04-01 to 2026-04-14).
- Click OK to generate Charge entries for the partial period.
- Review the calculated amounts. The amounts are fixed and cannot be changed manually - amounts are calculated proportionally based on the number of days.
- Post the Charge entries.
After posting, the Remaining Amount and Remaining Margin Amount in the Service Ledger Entry will reflect the balance that has not yet been charged.
Note:
Each period can be charged only once from the same Cost entry. If you run Create Charge Lines for days that are already charged, no lines are created in Service Journal.
To create a Charge for the remaining period (e.g. for the new tenant), run Create Charge Lines again with a new date filter starting from the day after the previous period ended (e.g. 2026-04-15 to 2026-04-30).
Scenario 2. Two tenants in the same period - two Charges from one Cost
One tenant moves out on 2026-04-04 and another moves in on 2026-04-05. Costs of 500.00 plus 100.00 Margin Amount for the full month have been posted.
- Create the first Charge for the departing tenant (2026-04-01 to 2026-04-04) following the steps in Scenario 1.
- After posting, run Create Charge Lines again for the new tenant, setting the Date filter from 2026-04-05 to 2026-04-30.
- The system will automatically calculate the remaining amount based on what has not yet been charged.
- Review and post the second Charge entry.
Both Amount and Margin Amount are distributed proportionally. The amounts are fixed and cannot be adjusted manually.
Tip
After creating all Charges for the period, open Service Ledger Entries and verify that the Remaining Amount and Remaining Margin Amount fields are zero, confirming the full cost has been distributed.
Scenario 3. Closing a Cost Entry without creating a Charge
If the remaining balance of a Cost entry is no longer needed (e.g. no new tenant will move in for the rest of the period), you can close the Cost entry using the Close Cost Entry action. The function is active only for Cost type entries.
- After closing: the Remaining Amount is not zeroed out - it remains visible for reporting purposes.
- The costs stay with the landlord - no further Charges will be calculated from this Cost entry.
- A closed Cost entry cannot be reopened.
Note:
The Close Entries action in Service Ledger Entries also allows closing cost entries, but unlike Close Cost Entry, it will set the Remaining Amount to zero.
Scenario 4. Tenant changes during the period - automatic split between Lease Contracts
When you create Charge entries from Cost entries for the full period (e.g. the full month), the system checks which Lease Contracts are valid for the Lease Unit in that period. If the tenant changes during the period, the Cost entry amount is split between the Lease Contracts proportionally by the number of days, according to the dates of the Lease Contract lines. A separate Charge line is created for each Lease Contract and customer.
Costs of 3,000.00 for April have been posted for a Lease Unit. Lease Contract LC00033 is valid until 2026-04-10 and Lease Contract LC00034 starts on 2026-04-11. You run Create Charge Lines for 2026-04-01 to 2026-04-30. The system creates two Charge lines: 1,000.00 for Lease Contract LC00033 (10 days) and 2,000.00 for Lease Contract LC00034 (20 days).
To create Charge entries for the full period:
- Open Service Journal and run the Create Charge Lines action.
- In the request page, set the Date filter to the full period (e.g. 2026-04-01 to 2026-04-30).
- Click OK. The system creates Charge lines for each Lease Contract valid in the period.
- Review and post the Charge entries.
After posting, the Cost entry is closed with the last Charge entry and the Remaining Amount is 0.00. If one Cost entry is closed by several Charge entries, the number of the last Charge entry is shown on the Cost entry.
Note:
- Charge entries are created only for the days covered by a valid Lease Contract line. If a Lease Contract ends during the period and there is no other valid Lease Contract, a Charge is created only until the end date of the Lease Contract line. The rest of the amount stays in Remaining Amount and can be charged later or closed with Close Cost Entry (see Scenario 3).
- If you post only some of the created Charge lines and run Create Charge Lines again, the system creates only the missing lines.
Tracking progress in Service Ledger Entries
After posting Charge entries, open Service Ledger Entries to verify that costs have been distributed correctly. Use filters to find entries for the specific Service, Lease Unit, or date range.
When a Cost entry has been partially charged, two fields show how much remains:
| Field | Description |
| Remaining Amount | The portion of the Cost entry amount that has not yet been charged. Once all Charges are created, this should be 0.00. |
| Remaining Margin Amount | The portion of the margin not yet charged. Relevant when multiple Charge entries are created from one Cost entry. Should also reach 0.00 when fully distributed. |
To see individual Charge lines and their margin breakdown, click Detailed Entries on the relevant Service Ledger Entry line.
