How to archive a lease

As you can imagine, your Lease dashboard can become quite cluttered with past leases of Tenants who moved out over time.

To solve this problem, and to keep your Lease dashboard neat, we present the Archive functionality. 

What happens when you archive a Lease?

The specific lease will be removed from your Lease and Accounts dashboard. The Asset will however remain active for any new leases you might have to load in the future. 

You will still be able to view the archived Leases and history of the Tenant accounts from the Options - View Archived drop-down.

When should you Archive a Lease? 

Best practice is to Schedule an exit (step one) for the lease when it expires, and then to Archive the lease (step 2) once the tenant exited - given all the checks below are complete. 

If you are not comfortable with how to schedule an exit yet, this article will be useful: How to schedule an exit.

Do not Archive a lease if you still need to actively work on it (invoice for arrears, send communication etc.). 

Checks before Archiving a Lease:

1. Deposit is withdrawn in full - Ensure that the tenant deposit account is completely empty. 

2. Tenant wallet is empty - Ensure that there are no funds left in the tenant wallet.

3. Tenant Account balance R0.00 - Ensure that the Tenant Account has no balance, it must be on R0.00 with no credits, invoices or debit balances due. 

All three of these checks can be done right in the account (when you view it from the Accounts Dashboard) and look at the top right Tenant Balances block. 

How to a Archive lease:

1.  View the Lease from the Lease dashboard
2.  Click on the Options drop-down at the top-right
3. Click on "Archive"