First Resort clients who use long term folios for extended rentals have a choice between using the original proceses for managing them or using "new" processes written into the software in September 1992.

The "new" processes have several changes, particularly in the quality of the accounting reports. Another change of relevance here is the monthly records which are created for each month of a long term folio's occupancy. These are accessible from option X on the Other Choices menu from the folio and allow the user to "schedule" out the rent due from the tenant and due to the owner for each month. Each of these monthly records is created whenever a long term folio either has its status displayed/printed or its O-X records displayed for the initial time. Once created, these records do not get erased, even when the departure date of a long term folio is changed to an earlier daparture.

If such a change is made in a long term folio's departure date, a potential exists for the folio to pay additional rent to the owner in month(s) subsequent to the revised departure date. The conditions which would allow this are:

1. The O-X monthly records pertaining to the months after the revised departure date and before the original departure date still had rent due to the owner on them at the time the departure date was revised.
2. A tenant payment or credit from transfer of security deposit or last month's rent leaves or creates a credit balance in the rent ledger after the final month of occupancy.
3. The folio is left open (perhaps awaiting final resolution of any security deposit).
4. The folio gets selected for revenue processing in a month subsequent to the revised departure date.

A WORKAROUND procedure has been devised to prevent this from occurring. Prior to changing the departure date to an earlier departure, go into Box #2 on the folio and schedule zero rent for the period between what will become the departure and what presently shows as the departure.

Then visit the O-X records for the same time period and re-schedule the rent due from the tenant and due to the owner to zero. This re-scheduling can either be done manually or, if the user has access to diagonistics, by placing a D in the Override Balances line of the O-X record for ther period immidiately preceeding the first period to be re-scheduled and pressing page down. The D causes all of the following O-X records to be recalculated based on what is currently in Box #2 of the folio. Once this is done you may go into Box #2 and change the departure date. Although the system will not actually delete the O-X records for the time from the new departure date to the original departure date, having them set to zero will prevent processing of any unwanted revenue.