Tenant Ledger

Overview

The Tenant Ledger report provides a detailed record of all transactions, charges, and payments for tenants within a specified date range.
It is useful for reviewing account activity, verifying balances, and exporting data for further analysis.

Step 1 – Define Report Criteria and Filters

Report Criteria

Set the basic parameters for the report:

• From Date (required) – Starting date of the reporting period.

• To Date (required) – Ending date of the reporting period.

• Based On (required) – Select how the system determines the date range:

  • Invoice / Transaction Date – Includes transactions that occurred during the selected period.

  • GL Posting Date – Includes transactions posted to the general ledger during the selected period.

Filters

Refine the report results with the following options:

• Exclude Zero Balance – Hides tenants with no outstanding balance in the selected period.

• Display Entity Name – Adds the associated entity name to the report.

• Property – Limits results to tenants in a specific property (leave blank for all properties).

• Lease – Includes only tenants under the selected lease.

• From Tenant / To Tenant – Generates the report for a specific range of tenants (alphabetically or by ID).

Step 2 - Generate the Report

Once all criteria and filters are set:

1. Click Continue.

2. A Notification will appear once the report is generated.

3. In the notification section, click View Details to open the report.

Step 3 - Understanding the Report Format

The Tenant Ledger report is organized as follows:

• Header - Displays the report generation date ("Date Run"), the selected date range ("Date Range"), and the chosen date basis ("Based On").

• Body - Organized by Property, then by Lease (if applicable), and finally by Tenant. Each tenant's transactions are displayed chronologically, including:

  • Accounting Date - The GL posting date for invoices and adjustments, the receipt date for advances, or the payment date for posted payments.

  • Charge Date - The invoice or transaction date for charges, or the charge date of the invoice to which a payment was applied. For unapplied payments, the payment date is displayed. For adjustments, the adjustment date is displayed.

  • Description - A description of the charge or item. For payments, advances, and adjustments, this includes the invoice number and item ID (e.g., "Rent Payment for Invoice RE-09833"). For unapplied advances, it displays "Advance" and the reference number.

  • Invoice # or Check # or ID - The invoice number for charges, or the document number (check number, payment ID, etc.) for payments, advances, and adjustments.

  • Beginning Balance - The tenant's balance on the day before the "From Date".

  • Charges - Positive values for charges and debit memos; negative values for credit memos and overpayments. Negative invoices are also included as credits.

  • Payments - Payments, applied overpayments, and advances (displayed as positive values). Refunds also appear in this column.

  • Ending Balance - The calculated balance after considering the beginning balance, charges, and payments.

• Subtotals - The report includes monthly, lease, and tenant subtotals. Months with no activity are not displayed.

Step 4 - Exporting the Report

Click the Export button to export the report to Excel (each property on a separate tab) or PDF (each property on a new page).

Note: Negative amounts are displayed in parentheses.

Tenant_Ledger_081225.pdf