Intacct Real Estate
Intacct Real Estate
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Deposits Report

1. Introduction

Purpose

The Deposits report provides a detailed view of lease deposits and their related invoice and payment information.

It is designed to help users review deposit requirements, payment activity, refunded or applied amounts, and remaining balances by property.

Aggregation Level

The report is organized by Property.

Within each property section, each detail row represents a deposit associated with a lease, unit, tenant, and invoice.

The report also provides property-level totals for the main financial columns.

2. How to Use the Report

Step 1 - Select Filters

Open the report and set the visible multi-select parameters in the following order:

  1. Entity ID

  2. Property Name

  3. Lease Status

  4. Lease Name

  5. Deposit Type

  6. Refundable

Use Lease Name, Deposit Type, and Refundable to narrow the results when reviewing a specific group of deposits.

Because some filters depend on earlier selections, select Entity ID and Property Name before reviewing the available lease and deposit options.

Step 2 - Run the Report

After selecting the required values, run or refresh the report.

Step 3 - Validate Header Information

At the top of the report, verify the following:

  • Deposits report title

  • Execution time date

  • Sage Intacct Real Estate heading

Step 4 - Review the Table Output

Each property is displayed as a separate section.

Review the following columns:

  • Lease - identifies the lease related to the deposit

  • Unit - identifies the associated unit

  • Tenant - identifies the associated tenant

  • Deposit Type - describes the type of deposit

  • Refundable - indicates whether the deposit is refundable

  • Invoice - shows the related invoice reference

  • Invoice Status - shows the current status of the invoice

  • Original Amount - shows the original invoice amount

  • Amount Paid - shows the amount paid against the invoice

  • Payment Date - shows the full-payment date when available

  • Amount Refunded/Applied - shows the amount returned or applied from the deposit

  • Balance - shows the paid amount remaining after the refunded or applied amount is deducted

Step 5 - Review Totals

At the bottom of each property section, the Totals: row summarizes:

  • Original Amount

  • Amount Paid

  • Amount Refunded/Applied

  • Balance

Use the totals row to review the combined deposit position for the property under the current filter selection.

Expected Display

  • Results are grouped by Property

  • Detail rows are ordered to make units easier to scan within each property section

  • Only deposits with a related invoice reference appear in the report

  • Financial values are displayed as currency

  • Negative values appear in parentheses

  • Payment Date is displayed in MM/DD/YYYY format when a valid full-payment date is available

  • Payment Date may be blank when no valid full-payment date exists

  • A page break separates property sections in paginated output

3. Technical Explanation

Filter Behavior

The report applies the selected values for:

  • Entity ID

  • Property Name

  • Lease Status

  • Lease Name

  • Deposit Type

  • Refundable

The available property, lease-status, and lease-name values depend on higher-level selections.

Changing an earlier parameter can therefore change the values available in later filters. After changing Entity ID or Property Name, review the dependent filters again before running the report.

Table Structure

The report combines deposit context with the related invoice and payment position.

Identification fields appear first, followed by:

  • invoice information

  • payment values

  • refunded or applied amounts

  • remaining balance

This structure allows users to trace each deposit from its lease and tenant context through its invoice and payment activity.

Balance Calculation

The displayed Balance is calculated as:

Balance = Amount Paid - Amount Refunded/Applied

The balance therefore represents the portion of the paid deposit that has not yet been refunded or applied.

Totals Behavior

The Totals: row adds the displayed financial values across all qualifying deposit rows within each property section.

The totals reflect only the records included by the current filter selection.

Granularity Explanation

The report is presented at the deposit-and-invoice level within each property.

A lease, unit, or tenant may appear on more than one row when more than one qualifying deposit is associated with it.

This granularity allows users to review each deposit separately while retaining a property-level summary of original amounts, payments, refunded or applied amounts, and balances.

4. Troubleshooting

No Data Returned

Possible causes:

  • The selected Entity ID, Property Name, or Lease Status values do not match available records

  • Lease Name, Deposit Type, or Refundable selections are too restrictive

  • The expected deposit does not have a related invoice reference

Possible fixes:

  • Confirm the intended values are selected for Entity ID, Property Name, and Lease Status

  • Broaden the Lease Name, Deposit Type, or Refundable selections

  • Confirm that the expected deposit has a related invoice reference

  • Rerun the report after updating the filters

An Expected Lease or Deposit Is Missing

Possible causes:

  • The lease does not belong to the selected property

  • The lease does not match the selected Lease Status

  • The lease is not included in the Lease Name selection

  • Deposit Type or Refundable excludes the expected deposit

  • A dependent filter was not refreshed after changing a higher-level selection

Possible fixes:

  • Verify that the lease belongs to the selected property

  • Confirm that the lease status is included

  • Add the lease to the Lease Name selection

  • Broaden the Deposit Type or Refundable filters

  • Refresh the later filter selections after changing Entity ID or Property Name

Invoice or Payment Information Is Blank

Possible causes:

  • The deposit does not have complete invoice or payment information in the source records

  • A full-payment date is not available for the invoice

Possible fixes:

  • Confirm that the deposit has complete invoice and payment information

  • Keep in mind that a blank Payment Date can be valid when the invoice does not have a full-payment date

  • Rerun the report after the source information has been updated

Totals or Balance Seem Unexpected

Possible causes:

  • The current filters include or exclude deposits differently than expected

  • More than one deposit-and-invoice record exists for the same lease, unit, or tenant

  • The balance is being interpreted as the original deposit amount instead of the remaining paid amount

Possible fixes:

  • Review the detail rows within the same property section before comparing them with Totals:

  • Confirm that the filters include the intended leases, deposit types, and refundable values

  • Remember that Balance is calculated as Amount Paid - Amount Refunded/Applied

  • Compare the property totals with the individual deposit rows

If the report still differs from the expected source information after these checks, contact your support team with the selected filters and the affected property, lease, and invoice.

5. Customization

Possible enhancements for this report include:

Field Customization

  • Adding or removing deposit, lease, tenant, unit, or invoice fields

  • Adding more payment or refund-related details

  • Renaming column headers to match client terminology

Grouping and Summary Enhancements

  • Changing the column order or property grouping

  • Adding subtotals by Deposit Type

  • Adding subtotals by Refundable status

  • Adding portfolio-level totals across selected properties

Presentation and Filter Enhancements

  • Adding visual highlights for invoice status or outstanding balances

  • Adjusting default filter selections

  • Refining page layout or export formatting

These modifications can be requested as a report customization through the customer portal.