In July 2019 a change was implemented in Re-Leased. When Re-Leased prepares to generate rent invoices, voided invoices are no longer taken into consideration when deciding what the next invoice should be. This means that Re-Leased now works more inline with what new users expect would happen and it could now possibly generate invoices in the past.
The generator looks at a few key pieces of information when deciding what period the next invoice it generates should cover. The First Payment date of the rent template tells Re-Leased both which day it should start from and which payment cycle it is on. For new tenants this represents the first-ever invoice that will be raised. For existing tenants, it's an opportunity to set them on a new frequency or change the rent amount from a certain point in time.
An important date to think about which isn’t specifically named in Re-Leased is what we call the Last Invoice Date. This date is the last day of the period covered by the invoice which is dated the further-most forward in time.
Previously all invoices, even those voided, would push this date forward. Now however, voided invoices no longer affect the Last Invoice Date. Re-Leased uses the frequency of the rent template (as informed by the First Payment Date) to work out which day of the week/month/year the invoice should start from, but it won’t cover the same day twice. A voided rent invoice no longer counts as covering that period.
Here’s an example:
A tenant moves in on March 1st and pays monthly. The First Payment Date of the rent template is loaded as March 1st. The first invoice is raised and covers from March 1st to March 31st. The Last Invoice Date is now March 31st. Then April arrives and the invoice is raised for April, from the 1st to the 30th. Now the Last Invoice Date is April 30th. The user then changes the First Payment Date on the rent template from the March 1st to March 10th. Re-leased now wants to raise a monthly invoice in line with the rent template frequency but it won’t do it for March or April because those days are already covered. The next invoice it raises will cover from May 10th to June 9th. If this was intended the user will need to generate a one-off rent invoice to cover the gap of those first 9 days in May.
If the user was to void the April invoice before the May 10 invoice was generated, the Last Invoice Date would go back from April 30 back to March 31 and then the next invoice generated would be for April 10th, and again a gap invoice would need to be created.
Previously voiding the April invoice wouldn’t have made any difference to where the generator looked but now, it sees that the invoice is voided and works back to close the gaps as best it can.
Although it’s most common for rent invoices to be generated overnight, the invoice generation process actually runs every 4 hours. This means that if you void an invoice in the morning, it may be generated again by Re-Leased in the afternoon to cover that same period. Re-Leased will always raise 1 invoice per generation process, so if you voided the 3 most recent invoices you could see those be re-generated, one at a time over 3 invoice generator runs.
Re-Leased will only stop raising invoices for a tenant when either they don’t have a current rent template, the invoice generator is turned off in the company settings (which of course affects all tenants so don’t change this) or when the tenant has a cancelled or expired term.