Generate Schedule Charges – Proration with Mixed Frequencies

1. Overview

This guide explains how Generate Schedule Charges (GSC) calculates and prorates charges when leases include mixed recurring charge frequencies (e.g., monthly, quarterly, weekly, one-time).

Use this guide to:

• Understand how GSC preview and generation work

• Interpret the Preview Journal

• Configure settings correctly

• Handle common scenarios

• Troubleshoot unexpected results

2. How GSC Proration Works

GSC calculates invoice-ready charges up to a selected Cut Off Date.

When a charge does not cover a full billing period (e.g., mid-period termination or early cutoff), the system prorates based on:

• Property Proration Method

• Charge frequency

• Effective dates

• Terminate date (if applicable)

Key behavior for mixed frequencies

Each recurring charge is calculated independently, then aggregated into a single journal grouped by:

• Property

• Unit / Lease

3. GSC Workflow Overview

The GSC process is organized into four main steps:

1. Select Properties

2. Configure Preview Settings

3. Review Preview Journal

4. Take Action (Export / Send Invoices)

⚠️ Important:
“Send Invoices” uses a saved journal snapshot (Journal ID) — it does not recalculate data.

4. Property Selection

Each property displays:

• ID – Internal identifier

• Name – Property name

• Last Schedule Charges – Last GSC run

• Has Lease – Indicates active leases

• Is Processing – Indicates active GSC run

Eligibility Guidelines

• Must have at least one active lease

• Cannot be currently processing

• Should not be inactive/draft

5. Preview Settings

Before generating a preview, configure:

6. Understanding the Preview Journal

A. Journal-Level Summary

• Journal ID – Snapshot identifier

• Generated Date

• Cut Off Date

• GL Posting Date / Invoice Date

• Total Charges / Previous / Difference

• Straight-Line Rent Total

B. Property-Level Summary

For each property:

• Total Charges

• Previous Charges

• Charge Difference

• Straight-Line Rent

• Journal Description (if applicable)

C. Unit / Lease Level

For each unit/lease:

• Unit name (may include merged units)

• Lease details (ID, Name, Intacct ID)

• Totals (Charges, Previous, Difference, SLR)

D. Charge Line Details

Each journal line includes:

• Transaction Date

• Accounting Date

• Charge Date

• Charge Amount

• Previous Amount

• Difference

• Tenant

• Order Entry Item ID

If applicable (Straight-Line Rent):

• Lease total

• Period charge

• Lease period

• Recurring charge details

• SLR amount

7. User Actions

Users can:

• View property list

• Generate preview journal

• Re-open existing journal (via Journal ID)

• Export journal

• Send invoices

Processing Behavior

• System prevents duplicate runs using process locks

• Applies per:

  • Company

  • Property set

  • Cutoff date

8. Proration Rules by Frequency

Monthly

• Based on days in the month

• Limited by Cutoff or Terminate Date

• Splits if amount changes mid-month

Weekly / Bi-Weekly

• Always prorated by actual days

• Ignores proration method setting

Quarterly / Semi-Annual / Annual

One-Time Charges

Included only if:

• Effective date ≤ Cutoff Date

• Effective date ≥ Last Schedule Charge (or none)

• Not already processed

Mixed Frequencies

• All frequencies are processed independently

• Results are combined into one journal

9. Common Scenarios

Mid-Period Termination

Charges are prorated up to the terminate date

Quarterly with 30-Day Method

Uses 90-day basis, not actual calendar days

Weekly Charges + Method Change

No impact — weekly ignores proration method

Cutoff Before Next Billing Date

No charges generated

Duplicate Run Attempt

Blocked if a process is already running

10. Troubleshooting

Journal Not Found

Cause:

• Invalid Journal ID

• Wrong company context

Solution:

• Verify company

• Regenerate preview

Property Not Available

Cause:

• No active lease

• Inactive/draft

• Already processing

Solution:

• Verify property status

• Wait if processing

Unexpected Amounts

Check:

• Frequency type

• Proration method

• Cutoff vs terminate date

• Effective dates

Send Invoice Blocked

Cause:

• Duplicate process in progress

Solution:

• Wait and retry

11. Best Practices

• Always review Preview Journal before sending invoices

• Validate at least one example per frequency type

• Confirm proration method aligns with accounting expectations

• Do not assume weekly follows 30/360

• Set Invoice Date / GL Date intentionally

• Save Journal IDs for traceability

12. Pre-Send Checklist

Before clicking Send Invoices:

• Correct properties selected

• Cut Off Date verified

• Invoice & GL dates confirmed

• Totals reviewed (journal/property/unit)

• Differences understood

• No duplicate process running

• Journal attachment setting confirmed

13. Key Terms

• Cut Off Date – Last date included in calculation

• Proration Method – Actual Days or 30-Day Month

• Frequency – Billing cadence (monthly, quarterly, etc.)

• Terminate Date – Optional end date limiting charges

• Straight-Line Rent (SLR) – Accounting adjustment

• Journal ID – Snapshot used for export and invoicing

✅ What changed (improvements made)

• Removed repetition and tightened language

• Grouped related concepts more logically

• Made sections easier to scan (important for end users)

• Simplified explanations without losing accuracy

• Improved tables and hierarchy for readability

Billing Frequency Examples.xlsx