See Also Owner Statements-Recommended Layouts
Consolidated statement
See PDF document #748 on owner statement setup.
Each ledger (owner and property) can have a statement custom built to match his needs. There are more than ten body styles to choose from. The best way to determine the most appropriate statement is to experiment. The owner statement for each owner is chosen in the owner/property profile. The owner statement is one of the optional processing defaults. Setup as many different Owner Statement profiles as are needed to provide a custom layout for each owner.
Owner statements are generally used by fee based managers. Non-fee based managers generally use financial reports (balance sheet, trial balance, income statement, etc.). Use whichever best fits your situation. Not every owner should get the same layout, i.e. single unit owners have different needs than multi-unit owners. Refer to "Owner Statements, Recommended Layouts" in Help, Contents, Procedures.
Recommended Owner Statements
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Single Unit Owner - body style of owner balance details, include memos, include payees, and no summary style.
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Multi-unit Owner - body style of unit balance details, include memos, include payees, summary style of owner balance summary.
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Apartment Building - body style of owner balance summary or one of the General Ledger reports or same as Multi-unit owner.
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ID
The ID must be unique for each statement type.
Statement Header
Return Address
Select the return address style you wish from the Find List.
Title
Enter a title for the statement which will print at the top of the statement.
Hint:S T A T E M E N T (all caps with space between letters) looks nice.
Statement Body
Increases Label
Select the label you want on the column which shows transactions which increase the owner’s balance. Common labels are Income, Credit, Increase, Receipts.
Decreases Label
Select the label you want on the column which shows transactions which decrease the owner’s balance. Common labels are Expense, Debit, Decrease, Disbursements.
Body Style
Select the body style from the Find List. If you only want a summary, leave this field blank.
Owner Account Details - This style prints a list of owner transactions in date sequence with four columns: Increase, Decrease, Other and Balance, for the time period selected.
Owner Account Summary - This style has four columns as above but combines like accounts for the time period selected, rather than printing each transaction.
Owner Balance Details - This style prints a list of owner transactions in date sequence in three columns: Increase, Decrease, Balance. Any transactions that increase the balance will be in the Increase label column.
Owner Balance Summary - This style has three columns as above but combines like accounts for the time period selected, rather than printing each transaction.
Owner Income Details - This style prints a list of owner transactions in date sequence, with Increase first, then Decrease, then Other.
Owner Income Summary - This will combine like accounts for the time period selected and print them in income format - Increase first, then Decrease, then Other.
Unit Account Details - This style prints a list of owner transactions in date sequence by unit, with four columns: Increase, Decrease, Other and Balance. Any non-unit specific transactions are printed last.
Unit Account Summary - This will combine like accounts for the time period selected for each unit, and non-unit specific transactions in four columns as above.
Unit Balance Details - This prints a list of owner transactions in date sequence by unit, with three columns: Increase, Decrease and Balance. Any non-unit specific transactions are printed last. Any transactions that increase the balance will be in the Increase label column.
Unit Balance Summary - This will combine like accounts for the time period selected for each unit, and non-unit specific transactions in three columns as above.
Year to Date – There are three columns – Current, Year-to-Date and Balance. All like accounts for the time period selected are combined in the current column. There are 4 styles of YTD like those in the field Consolidation Style.
All Styles at Once - This will print all the styles one after the other for each owner selected. You can use this feature to determine what may be best for an owner.
Include Memos
Put a check in this check box if you want the memos on the transactions to print on the statement. This is recommended for the Details styles.
Include Payees
Use this check box to indicate that you want the check number and the payee for checks written to print on the statement. This is recommended for the Details styles.
Include Unit Description
Mark the checkbox to add the unit description to each line that is unit specific.
New Page for Each Unit’s Details
Use this checkbox if you want a new page for each unit’s transactions when using the Unit Account or Unit Balance statement style.
Print Statement if No Activity
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When this box is left unchecked, no statement will print for owners with no transaction activity during the selected time period and no balance.
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If you want no statement for owners with no transaction activity even if they have a balance, use the switch /OSNA in the Customized Programming Options field in Setup, Processing Defaults, RPM tab.
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If you want statements to print even when there is no activity, check this box.
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Exclude Notes
Mark this checkbox if you do not want Notes to append to the statement. The end of year statements should have the checkbox marked.
Running Balance
Select from the Find List the type of running balance you wish printed on the statement.
Blank - a beginning and ending balance will print for the time period chosen.
Every Day - the balance will print for each day on which there is a transaction
Every Month - the balance will print on the same line as the last transaction in each month
Summary Style
Select the type of summary you want to print at the end of the statement. If this field is left blank no summary will print.
Owner Account Summary - This has four columns (Increase, Decrease, Other and Balance) and combines like accounts for the time period selected, rather than printing each transaction.
Owner Balance Summary - This has three columns (Increase, Decrease, Balance) and combines like accounts for the time period selected, rather than printing each transaction.
Owner Income Summary - This will combine like accounts for the time period selected and print them in income format - Increase first, then Decrease, then Other.
Unit Account Summary - This will combine like accounts for the time period selected for each unit, and non-unit specific transactions in four columns (Increase, Decrease, Other, Balance).
Unit Balance Summary - This will combine like accounts for the time period selected for each unit, and non-unit specific transactions in three columns (Increase, Decrease, Balance).
Year to Date Summary – There are three columns – Current, Year-to-Date and Balance. All like accounts for the time period selected are combined in the current column. The report layout is the same as that for the ledger report Income Summary
Consolidation and YTD Styles
Cash Flow Statement
Beginning and ending balance which includes liabilities (open credits, security deposits, etc)
Summarizes all transactions and lists under heading those with account type of:
Income
Expenses
Net income total
Adjustments: equity, liabilities
Net balance change – including liabilities and equity
Income Statement
No beginning or ending balance
Equity and liability accounts are not included.
Summarizes all transactions with each account type of:
Income with total
Expenses with total
Net operating income
Other: other income and expenses
Net income total
Retained Earnings Statement
Beginning and ending balance
Liability accounts are not included.
Summarizes all transactions and lists under heading those with account type of:
Income
Expenses
Other: other income, other expenses, equity
Net Retained Earnings total
Operating Statement
Beginning and ending balance
Summarizes all transactions and lists under heading those with account type of:
Income
Expenses
Net income total
Other Income
Other Expenses
Adjustments: equity
Net balance change total
Additions
Additions Before Statement Body
These items will print on the statement before the body of the statement displaying transactions prints.
Balance Message
Base Reserve Deficit - This will print a message to the owner asking him to send the amount of money needed to bring his balance up to the Base Reserve set in the Owner Profile.
Distribution Reserve Deficit - This will print a message on the statement asking the owner to send the amount of money needed to bring his balance up to the Distribution Reserve set in the Owner Profile plus any unpaid invoices.
Additions After Statement Body
These items will print on the statement after the body of the statement displaying transactions prints.
Unit-Tenant List – the list contains tenants with a status of Current, Future, Notice, Eviction and Past Active with security deposits or open credits. Past Evicted tenants who have a balance or a security deposit are also included. If there is no current tenant, an entry with the tenant name “Vacant”, the report date and the Market Rent is included. If there is no current tenant the unit will be listed and the tenant will be "Vacant".
| • | The report always shows future and current tenants based on the occupancy on the date the report is run. This means past tenants could be included as current if a report is back dated. |
| • | Past tenants and roommates are only included if they have the potential for a refund. |
| • | Potential for a refund means they have a security deposit AND the balance due does not exceed the amount of the security deposit. |
The information included is the unit address and the tenant name. Depending on your choice of Unit Tenant List the following fields are included:
Lease Expirations – rent and lease end date
Balance Summary – rent, security deposit, balance
Lease Summary – rent, security deposit, lease end date
Security Deposits – rent, security deposit
Balance - rent, balance
Lease is active if:
Current/Future tenants: Lease Start Date or Move In Date is on or before Last day of month. (they are active for the month)
Past - Same as current plus Lease End Date or Move Out Date is on or after 1st day of month.
Invoice List
Unpaid Payables - a list of any unpaid payables
Open Work Orders - a list of any open work orders – all work order statuses except Resolved, Invoiced, Deferred, No Action Taken and Not Approved are shown.
Unpaid Payables and Open Work Orders - a list of both unpaid payables and open work orders
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