Overview
Process Scheduled Charges calculates and prepares recurring and one-time lease charges for the selected properties. The calculation can include leases with different charge frequencies, and SIRE prorates each charge according to its frequency and the configured proration method.
Access Process Scheduled Charges
Go to Tasks > Manage Charges > Process Scheduled Charges.
Complete the processing details, select the properties to process, and select Preview Charges.
Processing Details
Cutoff Date
The cutoff date determines the latest charge date included in the preview.
Recurring charges are included when their next charge date is on or before the cutoff date and the charge has not already been scheduled. One-time charges are included when their effective date is on or before the cutoff date and they meet the remaining eligibility rules.
GL Posting Date
The GL posting date is the date used for posting the generated journal entries.
Invoice Date
The invoice date is the date used on the generated tenant invoices.
Properties
Select the properties to include in the process. Only eligible active properties with a current lease can generate scheduled charges.
Select Preview Charges to prepare the preview.
How Proration Works
SIRE calculates the charge amount based on the charge frequency and the applicable proration method.
Monthly Charges
Monthly charges use the property's configured proration method:
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Actual Number Of Days calculates the charge using the actual number of days in the applicable period.
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30 Day Month calculates the charge using a 30-day month.
Weekly and Bi-weekly Charges
Weekly and bi-weekly charges use actual-day calculations. These frequencies are not affected by the property's monthly proration method.
Quarterly, Semi-annually, and Annually Charges
With Actual Number Of Days, SIRE uses the actual calendar period:
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Quarterly charges use the actual days in the three-month period.
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Semi-annually charges use the actual days in the six-month period.
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Annually charges use the actual days in the year, including leap years when applicable.
With 30 Day Month, SIRE uses the following fixed day bases:
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Quarterly: 90 days
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Semi-annually: 180 days
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Annually: 360 days
One-time Charges
A one-time charge is included when:
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Its effective date is on or before the cutoff date.
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Its effective date is on or after the property's last scheduled charges date, or there is no previous scheduled charges date.
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It has not already been processed.
Termination Dates
Recurring charges are not generated for periods after the earlier of:
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The lease or recurring charge termination date.
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The processing cutoff date.
This prevents charges from being generated after the applicable lease or charge ends.
Mixed Frequencies on the Same Lease
A lease can include recurring charges with different frequencies, such as monthly rent, weekly parking, and an annual service charge. SIRE evaluates each recurring charge independently and applies the rules for that charge's frequency.
The resulting journal groups the eligible charges by property, unit, and lease.
Review the Preview
After the preview is generated:
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Review the calculated charges and journal details.
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Export the preview to Excel or PDF when needed.
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Confirm that the dates, amounts, properties, units, and leases are correct.
When the preview is correct, select Post Charges to create the charges.
Common Scenarios
Monthly Charge With Actual Number Of Days
A monthly charge is prorated using the actual number of days in the applicable period. The result can vary between months because calendar months have different lengths.
Quarterly Charge With 30 Day Month
A quarterly charge uses a fixed 90-day basis, regardless of the actual number of days in the three-month period.
Weekly Charge on a Property Using 30 Day Month
The weekly charge still uses actual-day calculations. The property's 30-day monthly proration setting does not change the calculation for weekly charges.
Charge Ending Before the Cutoff Date
The charge is calculated only through its termination date and is not generated for periods after that date.
Frequently Asked Questions
Can I Process Leases With Different Charge Frequencies Together?
Yes. SIRE evaluates each recurring charge according to its own frequency and applicable proration rules.
Does the Property Proration Method Affect Every Frequency?
No. It affects monthly charges and the quarterly, semi-annually, and annually 30-day calculations. Weekly and bi-weekly charges use actual-day calculations.
How Does SIRE Handle Leap Years?
Annual charges using Actual Number Of Days use the actual number of days in the year, including 366 days in a leap year.
Are Charges Generated After a Termination Date?
No. Charges are limited by the applicable termination date and the processing cutoff date.
Are One-time Charges Included Automatically?
They are included only when their effective date is eligible, they have not already been processed, and they meet the last scheduled charges date rules.
Can I Review the Charges Before Creating Them?
Yes. Select Preview Charges first. Review or export the preview, then select Post Charges when it is correct.