Using Unit Active and Inactive Dates

Rules for Unit Active and Inactive Dates

The system handles unit Active and Inactive dates according to the following rules.

Note

Take time to review these rules. It is important that you have an overall understanding about how these dates work, how they affect unit states, and how those states are used to produce results within the system.

Only units without an active date and units with an active date on or before the current system login date can be leased.
Units without an active date can be considered active only if an inactive date does not exist that is on or before the current system log in date.

Example
Unit A101 does not have an active date. Rather, it has an inactive date of 12/31/05. The current system Log On date is 01/01/2006. Since the current system log in date is after the inactive date the unit is considered inactive.

A unit with an active date can still be considered inactive.

Example
Unit A101 has an active date of 01/15/2006. The current system log in date is 01/01/2006. The unit is considered inactive based on the current system log in date until the log in date is equal to or greater than the active date.

Any unit with an Applicant, Leased, or Current or Transfer In status resident cannot be made inactive.
If a unit has an applicant or lease applied to it, the application or lease must be cancelled before an inactive date can be entered.
If a unit has a Current, On-Notice, or Transfer Out status resident assigned to it, then that resident must be moved out before an inactive date can be entered.
A future inactive date cannot be entered. A future date is a date greater than the current system log in date. A previous date is a date less than the current log in date. A previous inactive date, however, can be entered if no activity has posted to that unit after the inactive date entered.

Example
Unit A101 should have had an inactive date entered as of 01/01/2006, however, that day fell on a day the Leasing office was closed. Today, your current system log in date is 01/03/2006 and you want to enter the previous inactive date. Since no activity has posted to Unit A101 between 01/01/2006 and today’s date, the system allows you to enter an inactive date as of 01/01/2006. Unit A101 is immediately considered to be an inactive unit since your current system log in date, 01/03/2006 is greater than the inactive date entered.

Market Rent calculations do not include inactive units, regardless of activity.
For reports that require a date range, if a unit is considered active for any date within that range, then activity for that unit is included for those dates.

Example
Unit A101 is Active as of 01/15/2006. Your current system Login date is 01/20/2006. The report date range entered is 01/10/2006 through 01/20/2006, then any activity posted to that unit from 01/15/2006 through 01/20/2006 is included in the report data.

Note

This is true for all reports, except the Lost Rent Report. Refer to the topic Reports Affected by Unit Active/Inactive Dates.

Entering a Unit active or inactive date on the Unit Setup Details tab under Setup—Property—Units, prompts the system to automatically adjust unit counts for buildings and properties. This eliminates the need to manually run the Recalc Counts Utility. For more information about how Unit Active/Inactive dates affect this utility, refer to the topic How Unit Active/Inactive Dates Affect the Recalc Counts Utility.
Units without an inactive date are considered active if the active date does not make them inactive, based on the Login date.