Invoice Details
Introduction
The Invoice Details report in the Property Management Solution is designed to provide detailed information about rental and maintenance invoices for properties. This report allows users to filter invoices based on the rental type (commercial or residential), maintenance charges, and the fiscal year. The report also provides a breakdown of invoice amounts per month for a given year.
1. Purpose of the Invoice Details Report
The Invoice Details report helps users:
Track rental and maintenance invoices: View invoices for both commercial and residential rentals.
Monitor invoice amounts by month: Break down the total amount due by month for better financial management.
Filter invoices by rental type, maintenance charges, and fiscal year.
This report is particularly useful for property managers, accountants, and finance teams to manage tenant billing and rental income over a specific period.
2. Key Fields and Filters
2.1 Report Filters
The report includes the following filters:
Rental:
Options: * Commercial Rent
* Residential Rent * Description: Filter to select the type of rental invoices (either Commercial or Residential Rent).
Maintenance:
- Description: Check this filter if you want to include invoices related to maintenance charges in the report.
Year:
Options: Fiscal Year
Description: Select the fiscal year to filter invoices for a specific year.
3. Report Data and Columns
The Invoice Details report displays the following columns when filtered by year and rental type:
Apartment No:
- Description: The apartment or property number associated with the rental invoice.
Client:
- Description: The name of the tenant or customer who is responsible for the invoice.
Advance RECD in 2019:
- Description: Any advance payment received in the year 2019 for future invoices.
Invoice No:
Options: Sales Invoice
Description: The reference number for the invoice, which links to the actual sales invoice in the system.
From:
- Description: The start date of the invoice period (e.g., rental period).
To:
- Description: The end date of the invoice period.
Invoice Amount:
- Description: The total amount of the invoice.
Monthly Columns (Jan - Dec):
- Description: The breakdown of the invoice amount allocated to each month. This allows users to track how much of the invoice amount applies to each month for the selected year.
4. Data Calculation
The report dynamically calculates the invoice amounts for each month, depending on the billing period. It ensures that partial months are correctly pro-rated based on the number of days in the month.
For example:
If the invoice period spans only part of a month, the system divides the total amount based on the days of the month to calculate the correct pro-rated amount for that specific month.
5. Usage
Generating the Report
- Navigate to the Invoice Details report within the Property Management Solution module.
Apply filters based on your needs:
Select the rental type (Commercial Rent or Residential Rent).
Check the Maintenance box if you want to include maintenance charges.
Choose the Fiscal Year to filter invoices for a specific period.
Click "Run" to generate the report. The results will display detailed invoice data, including monthly breakdowns.