Record each entry in context
Keep the property, tenancy, period, amount, currency and relevant dates with each entry. A due date is not the date money arrived.
- Rent and other agreed charges.
- Actual receipts and references.
- A separate deposit record.
- Overdue amounts distinguished from future charges.
Handle partial payments and opening balances
Keep remaining debt and overpayments visible. When moving an existing tenancy into a system, reconcile its opening balance rather than recording old receipts a second time.
Reconcile monthly
Show the opening position, new charges, payments and closing balance. Link supporting documents and check imported spreadsheet data before saving it. Use the same recorded information when explaining the balance to the tenant.
Example: an outstanding balance of HUF 37,000
Illustrative example: opening arrears are HUF 12,000, new rent is HUF 200,000, settled utilities are HUF 25,000 and the tenant pays HUF 200,000. Closing arrears are 12,000 + 200,000 + 25,000 − 200,000 = HUF 37,000. These example charges are already due under the agreement. A separately held refundable deposit does not automatically reduce the balance.
Reconcile and correct using evidence
Reconcile records monthly against bank statements or cash receipts. Record each receipt once and separately track the charges it settles, including any unallocated amount. For corrections, retain the original entry, reason and correction date. A tenant balance containing amounts owed and a record of receipts relevant to taxation serve different purposes.