This article describes how to generate the Rent Roll report and how to interpret the different sections of the report.
To generate the Rent Roll
To run the Rent Roll, go to Reporting > Property > Rent Roll.
Complete the filter. For a typical rent roll, you would do the following:
Select a property.
Select Unit in the Summarized By field.
The Date fields default to today's date, month, and year. Change them if needed. If you want current data, leave today's date; if you want to go back in time and view historical data, enter a date in the past (for example, you might need to find out what a tenant's deposit was six months ago).
Other options include:
Market Rent: Adds a column to display each unit's market rent amount. Market rent is specified on the unit record.
CAM: Designed for Commercial properties -- it adds a column to the report for CAM estimate charges.
Annual: Shows the rent as an annual amount.
Click Display. The report appears.
Right side of screen:
Notes:
The Actual Rent is the total of the tenant's scheduled rent charges. This includes all charges with a charge code that has been set up as a Rent type charge code.
The Deposit is the total of receipts from the tenant applied to the Security Deposit GL account configured on the Deposit Setup tab of the Company Settings screen.
Other Deposits is the total receipts applied against Key, Pet, and Other Deposits GL accounts on the Deposit Setup tab of the Company Settings screen.
Misc is equal to other scheduled charges of occupant in the unit (determined by charge schedules using a ‘misc’ type charge code).
Current/Notice/Vacant Section
Each line in this section gives details on a unit -- the tenant's name, the market rent, the current rent, and so on. This section includes every unit at the property.
If the unit is vacant, the report displays VACANT in place of the tenant's name.
For tenants who have given notice but are still occupying the unit, the Move Out date is displayed.
The last column shows the tenant's balance, and is a link to the tenant ledger. This is determined by the Date filter.
Note: From the tenant ledger, you can return to the Rent Roll by clicking the Back button on your browser.
Future Tenants/Applicants Section
This section appears below the Current/Notice/Vacant section and includes units that meet the following conditions:
The unit is currently vacant, and
There is a future tenant or applicant assigned to the unit, and
The move-in date is in the future, with respect to the date selected in the filter.
Summary Groups Section
This section appears at the bottom of the report and gives totals (or averages) for different categories.
Right side of screen:
In each figure in the Totals line, the amount for Current/Notice Vacant Tenants is not included.
Summarized by Property
If you select Summarized by Property in the filter, the report displays a line for each property.
You can run the report for all your properties at once, and view totals for your entire portfolio.
Historical Data: Caution
If you delete a deposit, it might still appear on the Rent Roll. For example, you receive a deposit on the 15th, and then delete it on the first of the next month. If you then run the Rent Roll for the end of the prior month, the deposit will still appear, because the report is looking at historical data. This situation is unique to the Rent Roll; in other cases, when you delete a transaction, it will no longer appear on reports.
Note: If you find your Rent Roll Report is not populating as expected, you can try rebuilding unit occupancy by navigating to Admin > Toolbox > Rebuild Unit Occupancy.