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.

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.
• 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).

1. Open Service Journal and run the Create Charge Lines action.

2. 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).

3. Click OK to generate Charge entries for the partial period.
4. Review the calculated amounts. The amounts are fixed and cannot be changed manually - amounts are calculated proportionally based on the number of days.

5. 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.

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.

1. Create the first Charge for the departing tenant (2026-04-01 to 2026-04-04) following the steps in Scenario 1.
2. After posting, run Create Charge Lines again for the new tenant, setting the Date filter from 2026-04-05 to 2026-04-30.
3. The system will automatically calculate the remaining amount based on what has not yet been charged.
4. 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.

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:

To see individual Charge lines and their margin breakdown, click Detailed Entries on the relevant Service Ledger Entry line.