How do I ensure custom discounts are applied accurately across tenancy renewals in Scribe Allotments?

A: In Scribe Allotments, while you can manually adjust fees for custom discounts on a tenant’s record, it’s important to note that these adjustments need to be reapplied each year during the renewal of the tenancy agreement. Here’s a step-by-step guide to manage this process effectively:

1. Apply a Custom Discount:

   • Navigate to Tenants from the main menu to access the list of tenant records.
   • Select the tenant whose fee you wish to adjust and click on their name to open their record.
   • In the Price box, overwrite the automatically calculated fee with the custom discounted fee.
   • Remember to save your changes.

1. Add a Standardised Note:

   • In the Notes section of the tenant record, add a note regarding the discount. Use a consistent keyword such as “Discount” for easy tracking. For example, write “£5 Discount applied manually.”
   • Save the tenant record to ensure the note is stored.

2. Renewing Tenancy Agreements:

   • When renewing tenancy agreements, the system will default to the standard plot fees. You will need to manually adjust the fee again for the new year.
   • Access the renewed tenancy record and adjust the Price as previously described. Update or add a note to reflect the discount for the new year.

3. Tracking Custom Discounts:

   • To easily find all records with custom discounts in the new financial year, use the advanced filter feature in the tenant list view.
   • Navigate to Tenants and use the Filter option. Select the Notes field and enter “Discount” to filter records. This will display all tenant records where a custom discount note was added.

4. Annual Review of Discounts:

   • It’s advisable to review and reapply custom discounts annually to ensure they align with the current financial policies and tenant agreements.

By following these steps, you can effectively manage and track custom discounts, ensuring they are consistently applied across successive tenancy years. This process also helps maintain clarity and accountability in financial adjustments within your council’s allotment management activities.