Managing an Active Lease

Q: Why can't I just edit the charges on an occupied lease?

The lease is locked once it's approved: "The record is locked for editing. Charges can not be created and updated if the opportunity or opportunity's parent opportunity or associated ticket is Approved." Use the Add / Remove Lease Charge or New Charge/Memo tickets instead.

Q: How do I record a rent payment?

Use the Post Payment action on the lease record. It posts a cash receipt on REDA's accounting side and can auto-apply it to the tenant's open invoices.

Q: Where do I see the tenant's balance after all this?

On the lease's Accounting tab. The Ledger Summary tiles at the top — Total Outstanding, Unapplied Payments, Unapplied Memos, Net Outstanding, and Total Liabilities — roll every invoice, credit, and payment into a handful of headline numbers. Watch Net Outstanding for what the tenant actually owes after credits and unapplied payments are netted off.

All Users 10 min read Updated July 2026

Once a lease is signed and the tenant has moved in, the day-to-day work changes shape. You are no longer filling in a record — the lease is approved and locked — so every mid-lease change goes through the right ticket or action instead. This is the hub for a moved-in lease: it maps "the tenant wants X" to "do Y," explains what each ticket or action does, and hands off to the deep-dive article for each. The reader is a leasing agent or property manager on an occupied lease asking "what do I do now, and where?" After reading you'll be able to pick the correct tool for any common mid-lease event and understand why direct field edits are the wrong one. No prior REDA experience is assumed.

Getting there. Open the lease (App Launcher → REDA → the Opportunities tab → open the lease). Most mid-lease work starts on the lease's Tickets tab — click New, then pick the ticket type — or from a quick action along the top-right of the record page. Billing sits on the Accounting tab.
Access you'll need. Working an active lease — its tickets, charges, invoices, service requests, and visitor logs — requires the REDA - Property Leasing User permission set (or REDA - Master Data - Admin for administrators). A few jobs reach into other areas: work orders may also use a Work Orders permission set, and recording a payment uses REDA's accounting side.

Using REDA Sales Cloud edition? This article shows the Platform edition, where maintenance and service requests are Service Request records (the standard Case). Everything else — the fields, the steps and the behaviour — is the same unless noted. See REDA editions.

Why tickets, not edits

A ticket in REDA is a short, tracked checklist for one step in a record's life — it has its own status Path and, as you work it, it drives the parent record. Tickets are the mechanism for changing a lease that has moved past approval, and there's a hard reason for that: once the lease (or its parent lease) is approved, its charges lock. Try to add or change a charge directly and REDA stops you:

"The record is locked for editing. Charges can not be created and updated if the opportunity or opportunity's parent opportunity or associated ticket is Approved."

The lock is deliberate: an approved, occupied lease is a live contract, and changes to it should be auditable rather than quietly typed over. Tickets stay editable until the ticket itself is approved, so they are the safe, tracked way in. The same logic covers the lifecycle: the occupancy stages are written by tickets, so dragging the Stage by hand fights the automation. In short — on an active lease, reach for a ticket or an action, not the edit pencil.

Don't correct a lease by editing it. The property is fixed once charges exist, the charges are locked once approved, and the Stage is owned by the tickets. Every routine mid-lease change has a ticket or action built for it — the tables below map each need to the right one.

The mid-lease action map

Here is the whole hub in one decision table. Find the tenant's request on the left, and the right column is where the rest of REDA's leasing documentation takes over.

The tenant or agent wants to…	Use…	Where it lives
Add a recurring or one-off charge	Add Lease Charge ticket	Tickets tab → New
Stop billing an existing charge	Remove Lease Charge ticket	Tickets tab → New
Bill or credit a one-off amount now	New Charge/Memo ticket	Tickets tab → New
Renew the lease	The Renewal ticket + Renewal Terms & Charges	Tickets tab (auto-armed)
Take a move-out notice, terminate, or evict	Move Out / Termination / Eviction tickets	Tickets tab → New
Record a tenant payment	The Post Payment action	Lease record (top-right)
Log a maintenance request	Service Request → Create Work Order	Service Requests tab
Run an inspection	Auto from the Move In / Move Out ticket; else the Inspections tab	Inspections tab
Log a visitor or a package	Request Visitor Access / New Package / Parcel	Global create (+) menu
Recalculate commissions or straight-line	Calculate / Recalculate Commissions · Calculate Straight-Line Schedule	Lease record (top-right)

Money changes

Three tickets and one action cover almost every mid-lease money movement. They differ in what they leave behind:

Add Lease Charge adds a new charge line to the lease — a new recurring item (say a parking amenity) or a one-off. Closing the ticket puts the line in place, and REDA's billing engine invoices it on its schedule.

Remove Lease Charge stops an existing charge. Rather than deleting the line, REDA stamps it with an inactive date — a soft stop that preserves the history of what was billed and when.

New Charge/Memo raises a one-off invoice straight away. A positive amount bills the tenant; a negative amount issues a credit memo. It shows up immediately on the Accounting tab and in the tenant's balance.

Post Payment records money coming in. It posts a cash receipt on REDA's accounting side and can auto-apply to the tenant's open invoices, so the invoice balance drops as soon as the payment lands.

Add and Remove have no undo status. The Add Lease Charge and Remove Lease Charge tickets run New → Closed only — there is no Cancelled step and so no rewind. If you add the wrong charge, the fix is to raise a Remove Lease Charge ticket for it, not to cancel the original. The full charge-editing walkthrough is in Adjusting Lease Charges.

The mechanics of each — including how balances roll up — are covered in Adjusting Lease Charges and Posting Tenant Payments.

Reading the tenant's balance

Every charge, invoice, credit memo, and payment you raise above lands in one place on the lease: the Ledger Summary at the top of the Accounting tab. It's five tiles, and together they answer "does this tenant owe us anything, and have they paid ahead?" without opening a single invoice:

Tile	What it tells you
Total Outstanding	Everything billed and not yet paid — the gross amount owed across the lease's invoices and invoice batches, before any credit is netted off.
Unapplied Payments	Money the tenant has paid that hasn't been matched to a specific invoice yet — a payment sitting on account, waiting to be applied.
Unapplied Memos	Credit the tenant holds — from a credit memo or an overpayment — that hasn't been used against an invoice yet.
Net Outstanding	The true collections number: Total Outstanding after the unapplied payments and credits are netted off. A negative figure means the tenant has paid ahead. This is the headline you watch for arrears.
Total Liabilities	What the business is holding on the tenant's behalf — typically the security deposit and any prepaid amounts you'd owe back at move-out.

Watch Net Outstanding, not Total Outstanding. A tenant can show a large Total Outstanding and still be square — because a payment is sitting in Unapplied Payments waiting to be applied, or a credit is sitting in Unapplied Memos. Net Outstanding is the number that already accounts for both, so it's the one to read when you're chasing arrears.

Lifecycle changes

The bigger moves — renewing, ending, or forcibly ending a lease — each run through their own ticket, and each writes the lease's Stage as it goes:

Renewal. REDA arms the first Renewal ticket automatically when the lease reaches Occupied - No Notice. Open it, click Renewal Terms & Charges to set the new dates and rent, and close it to extend the lease — see Renewing a Lease.

Move-out. When the tenant gives notice, create a Move Out ticket. It drives the notice stage, schedules the move-out, and takes the lease to Expired on close — see Notice, Move-Out & Lease End.

Termination and eviction. The involuntary paths run their own Termination and Eviction tickets, each creating a child Move Out ticket when it closes — see Evictions & Early Terminations.

Operational requests

Not every mid-lease event is about money. The everyday operations of an occupied unit have their own homes:

Event	What to do	What REDA does
A repair is needed	Raise a Service Request, then Create Work Order from it	Logs the request and dispatches the work; each has its own status Path
An inspection is due	The move-in and move-out inspections are created for you by the Move In / Move Out tickets when the property is configured for it; run ad-hoc ones from the Inspections tab	Applies the property's checklist template
A visitor is expected	Request Visitor Access	Creates a Visitor Log against the lease
A package arrives	New Package / Parcel	Logs the incoming package for signature-based handover

Inspections come from the tickets. On an occupied lease you rarely create an inspection by hand — the Move In and Move Out tickets raise them automatically when the property carries an inspection template and schedule. See Move-In / Move-Out Inspections for the property setup that makes that happen.

Recalculations and reset

A few actions on the lease record re-run a calculation on demand:

Calculate / Recalculate Commissions clears the deal's existing commissions and rebuilds them — useful after the commission setup changes. REDA asks you to confirm, because it replaces what's there.

Calculate Straight-Line Schedule builds the schedule that spreads stepped or uneven rent evenly across the term (see Straight-Line Rent Recognition).

Reset Lease is not a mid-lease tool. Reset Lease wipes a lease's charges, tickets, and invoices and returns it to Application - New. It is available only before the tenant has moved in — an occupied lease cannot be reset. So on an active lease, reset is off the table; use the charge and lifecycle tickets to make changes instead.

Worked example: a month in Aisha's lease

Aisha Rahman is occupied at Meridian Court #101, paying 1,200.00 a month. Three things happen mid-lease — and not one is a direct edit of the record:

What happens	What you do	What REDA does
Aisha rents a parking space	Raise an Add Lease Charge ticket for a 150.00/month recurring charge, and close it	Adds the parking line; it starts billing on its schedule
Aisha pays the month's rent at the desk	Use the Post Payment action for 1,200.00	Posts a cash receipt, auto-applies it to the open 1,200.00 invoice; Net Outstanding on the Ledger Summary drops by 1,200.00
Three months before term end, the renewal comes up	Open the auto-armed Renewal ticket, set the renewal rent in Renewal Terms & Charges, and close it	Extends the lease and arms the next Renewal ticket

An occupied lease record for Meridian Court #101 showing the header action buttons

A lease record — Aisha Rahman's lease on Meridian Court #101, now at Occupied - No Notice. The header exposes the lease actions (Terms & Charges, New Ticket, New Booking, Account Ledger, with more behind the chevron), and below the Path the Ledger Summary band and Related List Quick Links. This is where the day-to-day changes on an occupied lease begin.

The lease Accounting tab listing the Opp Invoices, one fully paid

The lease's Accounting tab, where the invoices live. Here four Opp Invoices are listed — the August rent invoice (OI-65) has been paid in full, so its balance is 0, while the September and October rent invoices and the $350 work-order invoice remain open.

The Ledger Summary tiles on Aisha's occupied lease showing a live $3,950.00 balance

The Ledger Summary band on Aisha's occupied lease, carrying a live balance: Total Outstanding $3,950.00, Unapplied Payments $0.00, Unapplied Memos $0.00, Net Outstanding $3,950.00 and Total Liabilities $0.00. The Related List Quick Links beneath show Opp Invoices (4) and the other lease children.

Reference: the active-lease action hub

One row per tool, what it does, and where the deep dive lives.

Need	Action or ticket	What it does	Deep dive
Add a charge	Add Lease Charge (ticket)	Creates a new charge line on close	Adjusting Lease Charges
Stop a charge	Remove Lease Charge (ticket)	Stamps an inactive date — a soft stop	Adjusting Lease Charges
One-off fee or credit	New Charge/Memo (ticket)	Raises an invoice (or credit memo)	Adjusting Lease Charges
Renew	Renewal ticket + Renewal Terms & Charges	Extends the lease; arms the next renewal	Renewing a Lease
End the lease	Move Out / Termination / Eviction tickets	Drives the notice stages; schedules move-out	Notice, Move-Out & Lease End
Record a payment	Post Payment (action)	Posts a cash receipt; auto-applies to invoices	Posting Tenant Payments
Maintenance	Service Request → Create Work Order	Logs and dispatches the work	Service Requests
Inspection	Auto from Move In / Out ticket; else Inspections tab	Runs the checklist inspection	Move-In / Move-Out Inspections
Visitor / package	Request Visitor Access / New Package / Parcel	Logs a visitor or a package	Visitor Access
Commissions	Calculate / Recalculate Commissions	Rebuilds the deal's commissions	Commission Calculation
Straight-line	Calculate Straight-Line Schedule	Builds the recognition schedule	Straight-Line Rent Recognition

Where to go next

Adjusting Lease Charges — the Add, Remove, and New Charge/Memo tickets in full.
Renewing a Lease — the renewal cycle, start to finish.
Notice, Move-Out & Lease End — how a lease ends.
Posting Tenant Payments — the Post Payment action, in depth.
The Lease Stages Reference — what stage the lease is in and what that means.
Understanding Tickets — the process engine behind the hub.

Frequently asked questions

The lease is locked once it's approved: "The record is locked for editing. Charges can not be created and updated if the opportunity or opportunity's parent opportunity or associated ticket is Approved." Use the Add / Remove Lease Charge or New Charge/Memo tickets instead.

Add Lease Charge for a recurring or contracted item; New Charge/Memo for a single one-off fee. See Adjusting Lease Charges.

Use the Post Payment action on the lease record. It posts a cash receipt on REDA's accounting side and can auto-apply it to the tenant's open invoices.

No. Reset Lease is blocked once a tenant has moved in. To change an active lease, use the charge and lifecycle tickets.

That's how the occupancy stages work — they're written by the tickets. Closing a lifecycle ticket advances the lease, and cancelling one rewinds it to the stage it was on when the ticket was created.

On the lease's Accounting tab. The Ledger Summary tiles at the top — Total Outstanding, Unapplied Payments, Unapplied Memos, Net Outstanding, and Total Liabilities — roll every invoice, credit, and payment into a handful of headline numbers. Watch Net Outstanding for what the tenant actually owes after credits and unapplied payments are netted off.

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