Tenant charges, payments and notices reports

Open Reports and scroll to Property management, or fold open Reports → Property management in the menu. This chapter covers its second and third subgroups: Tenant charges and payments, seven reports about money on the leases, and Notices and compliance, four reports about what was sent and what applies. Chapter 6.1 shows how the page and the menu are organized; Chapters 13.14, 13.16, 13.17 and 13.18 cover the other subgroups.

Each report answers one question. Some cover a period (From and To), some a single day (As of), two always read today, and one covers a single lease. The title on each report page, its breadcrumb and its exports are the same words as its card, so the name in the first column below is the name you will see everywhere.

The property management reports print in the same statement layout as the financial reports of Chapter 6.1, but their controls are simpler. Read this section once; the procedures that follow only name the choices that matter.

• The choices sit in one row above the report. A date (As of) or a period (From and To), then Property and Property group, then a filter or two of the report's own: Status, Policy, Case stage, Notice state, Channel, Kind or Lease. Two reports, Effective Policy and Renters Insurance, have no date box at all: they read today and print As of today's date in their title. Click Run report after changing any choice. There is no Change report panel, no basis, no comparison columns and no saved reports.
• The defaults are the month to date and today. A period report opens on the first of the books' month to today (11/01/2026 to 11/06/2026 on the day of this chapter); a date report opens on today. For a dispute or a review, type the dates you mean: a run with typed dates can be repeated next week, a run on the defaults cannot.
• Exports are PDF / Print, Excel and CSV. There is no Google Sheet. The CSV puts the title and caption on its first line and one column per detail (for Rent Paid: Received, Property, Unit, Tenant, Paid by, Receipt, Method, Check / ref, Applied to, Amount, Deposited), so the small grey details of each row on screen become columns you can sort. Amounts are signed: a returned payment is a negative number.
• The figures are not links. To see the entries behind a figure, open the lease, or the account's register (Chapter 4.2).
• The Report information box under the report says when the data was read and by whom, the population (for example 4 leases, 5 open invoices), the selection, and a fingerprint: a consistency mark over the figures, so two copies with the same fingerprint come from the same figures. It is not a signature.

Every report says "Figures as the books hold them now. Run report again after a change." They are live: a receipt entered after you run the report is not in it until you run it again.

A tenant who disputes a balance usually asks three things: what do I owe, what did you receive from me, and why is there a charge I did not expect. Answer from the reports in that order, with the tenant's lease in front of you, and do not change anything while you are on the phone. One report is an answer; two reports that agree are an answer you can defend.

1. 1

   Open Outstanding Balances as of the day in question

   Type 11/05/2026 in As of, leave the property on All properties, click Run report and find the tenant's row. The report ages every open invoice by its due date: Current means not yet due, then 1-30, 31-60, 61-90 and over 90 days past due, as the Reports page card says. Payments and credits applied on or before the date are taken off.

Riley owes $300.00, all of it current. Two columns tell you more than the balance:

• The last payment is the last money kept. Riley's reads 11/01/2026, $1,450.00: receipt R-000004, the November rent. Check 1187 of 11/05 is not named, because the bank returned all of it; a receipt the bank returned in full is not a payment received. Had the bank returned only part of a receipt, the column would show what remains of it.¹ So you can say to Riley, from this report alone, "the last payment we kept from you was the November rent."
• The rows are in order of balance, largest first, whatever the property. The property is printed on each row as a fact (property Riverside Fourplex), so Noah ($1,195.00) leads and Priya ($13.02) comes last although both rent at the Riverside Fourplex. Choose a property in Property for one building's list.

The totals add up across and down: $1,195.00 + $300.00 + $13.02 = $1,508.02 current, plus Morgan's $1,150.00 in 1-30, is $2,658.02. The Amount total, $2,650.00, is only the sum of the two last payments shown ($1,200.00 + $1,450.00); it is not a balance and ties to nothing.

2. 2

   Open Rent Paid Report to see what was received

   Type 11/01/2026 in From and 11/05/2026 in To, and click Run report. Riley says they paid $275.00 on 11/05; look for it.

Check 1187 is there, and so is its return. The report lists the receipt on the day it was received and the bank's return as a second row under the same receipt number, in brackets, so the two rows net to nothing: $275.00 − $275.00 = $0.00 kept from Riley on 11/05. The caption counts receipts, not rows: the two Juniper checks, R-000003 (two rows, one receipt), R-000004 and R-000005 make five, and it says that one of them came back. Every row is deposited on its own date, because lease receipts at Summit go straight into the bank (Chapter 13.5).²

3. 3

   Open Tenant Statement, choose the lease and a period from the move-in

   Choose Unit 2A -- Galveston Building / Riley Chen (active) in Lease. Type From early enough to include the move-in (here 10/01/2026), and 11/05/2026 in both To and Posted through, then click Run report. The picker lists every lease, past and future ones as well, each with its state in brackets.

The statement shows the same return as the Rent Paid Report, line by line on the lease: the payment, then the bank's return in brackets with a memo that names the receipt, the charge and the reason. The columns add up:

$3,995.16 − $3,695.16 = $300.00, the same figure as Outstanding Balances: the chargeback of $275.00, open again, plus the fee of $25.00. Three reports now agree. The deposit of $1,450.00 is held separately and does not pay the balance while the lease runs.

4. 4

   Check whether the extra $25.00 is a late fee

   Riley calls the $25.00 a late fee. Open Late Fees Report for 11/01/2026 to 11/05/2026. Status picks Posted, Waived or Pending review; leave it on All.

Riley has no late fee. The $25.00 is invoice 1253, a returned-payment fee, charged when the check was marked returned. It is a charge of its own, never counted for a late fee, and the statement labels it NSF. The confusion is understandable: both kinds of fee are income of the same account, Revenue:Galveston Building:Late & Other Tenant Fees, which is where Procedure B finds it.

5. 5

   Check what the lease's policy says about returned payments

   Open Effective Policy Report, choose Returned payment fees in Policy and click Run report. It has no date box: it reads today. Each row names the lease, where the policy is set (Default, Company, a property or the lease) and the policy in force, in words.

Here the review catches a real disagreement. The books' policy for returned payments was never set, so the module's default, no fee, is in force on every lease. The signed lease at Summit allows a $25.00 returned-payment fee, and the signed lease decides, so the charge stands. But the books and the paper lease should not disagree, and the disagreement has a cost: the Mark returned dialog fills in its Resident fee from this policy (Chapter 13.5). With the policy unset, it offered no fee, and the $25.00 had to be typed by hand. The next person to mark a check returned may not know to type it. Set the Returned payment fees card (on the lease's Policy tab) to the amount the lease allows, for the books, the property or one lease, and the dialog will offer it and this report will say so. Summit leaves that for the owner to decide.³

6. 6

   Check for credits and for anything sent

   In Chapter 13.5 Summit agreed to take $50.00 off for the noise of the roof repair. Open Credits Issued Report for 11/01/2026 to 11/05/2026: it lists one credit, Priya's (Procedure B), and none for Riley in the period. The concession was given after these reports, on 11/06, from the lease (Chapter 13.5, Procedure E): on its Financials tab, Give a credit, kind Service inconvenience, $50.00 applied to the open chargeback, invoice 1249 (CN-C0172F), together with a $100.00 rent reduction held for the next rent (CN-A249D3). Dated 11/06, neither is in a run that ends on 11/05; run the Credits Issued Report to 11/06/2026 and both are listed with reason Concession, and the statement run to 11/06 shows them as credit lines. With the $50.00 applied, Riley owes $250.00 from 11/06. Collections Report lists no notice on Riley's lease, and Deliveries Report shows only the portal link handed to Riley on 11/05 (Section 3). Nothing about the balance has been sent.

A monthly review asks whether every charge the leases made can be followed to a payment, a credit or an open balance, and whether those figures agree with the ledger. Run the reports for the same typed period, here 11/01/2026 to 11/05/2026, and tie them together. Write each tie-out down; the arithmetic is the review. The reports below were run on the evening of 11/06, after Chapter 13.5 gave Riley the $50.00 concession; watch where that shows.

1. 1

   Open Charges By Account Report for the period

   Every invoice line a lease charged in the period, by the account it credits, then by property and unit, with how much of it is still open.

Each row names its account by the full path of the chart of accounts, then the unit, with the property and the number of lines as facts on the row. The rows are sorted by that path, so all of an account's units sit together and the seven accounts of the caption are the seven paths you can count. Deposits and opening balances are charges of the lease too, which is why a liability and an equity account appear in a report about charges: Opening Balances is the account the import used (Chapter 13.2). Check the arithmetic once: $1,195.00 + $2,100.00 + $25.00 + $50.00 + $1,450.00 + $1,150.00 + $275.00 + $2,100.00 + $13.02 = $8,358.02.

The two columns are read differently. Charged is fixed by the period. Still open is read as the books stand when you run the report, not on the To date. This run came after the $50.00 concession of 11/06 (CN-C0172F) was applied to invoice 1249, so the chargeback shows $275.00 charged and $225.00 still open.

2. 2

   Tie the open amount to Outstanding Balances and to receivables

   Charges By Account counts only the charges made in the period and says how much of them is open as the books hold them when you run it; Outstanding Balances ages every open charge of the leases on its date, whenever it was made. The two agree only when no charge from before the period is still open and nothing was paid or credited on the period's charges after the To date. The first is true at Summit (Morgan's October rent, invoice 1243, was paid on 11/01): both reports hold the same five open invoices (1244, 1249, 1250, 1252, 1253). The second is not. Still open, $2,608.02, is $50.00 below Outstanding Balances as of 11/05, $2,658.02, and the difference is exactly the concession applied to invoice 1249 on 11/06: $2,658.02 − $50.00 = $2,608.02. Both figures are right; the sentence that explains the difference is the tie-out. When the figures differ by any other amount, look for older open invoices (Outstanding Balances shows them in its older columns; run Charges By Account for an earlier month to find them) and for payments or credits dated after the period. The Aged Receivables report (Chapter 6.6), run on 11/06, gives Morgan Diaz $1,150.00 + Noah Brandt $1,195.00 + Priya Raman $13.02 + Riley Chen $250.00 = $2,608.02, the Still open figure, because it too reads the books on the day. It also lists a new customer, Avery Quill, $1,000.00 for the prorated November rent of the lease that started 11/06, a charge made after the period. The lease ledger and the books' receivables agree.

3. 3

   Tie what was paid to Rent Paid

   What was charged and is no longer open was paid or credited: $8,358.02 − $2,608.02 = $5,750.00. Of that, $50.00 is the concession, a credit and not money, so $5,750.00 − $50.00 = $5,700.00 was paid. The Rent Paid rows that paid this period's charges add to the same amount: $2,100.00 + $2,100.00 (Juniper) + $1,450.00 (R-000004) + $50.00 (R-000003, the late fee) = $5,700.00. R-000005 paid this period's chargeback and was returned, so it adds $275.00 − $275.00 = $0.00. The rest of what was received paid an older charge: $1,150.00 of R-000003 went to Morgan's October rent, invoice 1243, charged in October. So the money kept in the period is $5,700.00 + $1,150.00 = $6,850.00, the Rent Paid total.

4. 4

   Tie the income accounts to the ledger

   Open each income account's register (Chapter 4.2) for the same dates and compare it with the report's rows for that account. The report prints the same full path as the register, so the rows match by name.

The one difference is explained: the $175.00 is the carpet cleaning withheld from Marcus Bell's deposit at move-out (Chapter 13.7), posted by journal entry from the deposit liability, not charged on the lease. A report of lease charges is right to leave it out; the ledger is right to show it. Every difference in a tie-out needs a sentence like that one.

5. 5

   Read the Late Fees Report against the charges

   One fee, $50.00, posted: it is the Revenue:Galveston Building:Late & Other Tenant Fees -- Unit 2B row of Charges By Account, already paid. Nothing waived, so the Credits Issued Report should hold no late-fee credit, and it holds none. Nothing pending: Morgan's November rent is past grace from November 6, but the payment plan of Chapter 13.6 holds the lease, so no fee will be proposed while the plan runs.

6. 6

   Open Credits Issued Report for the period

   Every customer credit given to a lease in the period, with its reason, its origin and the account it was taken from.

The one credit is the prepaid rent the seller handed over with the Riverside Fourplex, brought in by the import (Chapter 13.2). It ties to the ledger: the register of Liabilities:Customer Credits shows a balance of $1,325.00 owed to customers at 11/05/2026, all of it this credit. The account in the row is the one the credit was posted against when it was imported; Chapter 13.2 moved that $1,325.00 to Equity:Opening Balances with journal entry 204, which this report does not show.⁴

The report also lists every concession given from a lease, with reason Concession, origin concession and the property's own concessions account, such as Revenue:Riverside Fourplex:Rent Concessions. A concession held for the next scheduled charge is listed on the day it is given, not when it is used. Summit's first three were all given on 11/06/2026, after this review's period: Avery Quill's $75.00 rent reduction (CN-8D4290) on the new lease of Riverside unit 2, held for the next rent, and Riley's two from Chapter 13.5, $50.00 applied to invoice 1249 (CN-C0172F) and $100.00 held (CN-A249D3), both from Revenue:Galveston Building:Rent Concessions. Run the report to 11/06/2026 and it reads 4 credit lines, 1,550.00: $1,325.00 + $75.00 + $100.00 + $50.00.

7. 7

   Open Prepayments Held Report as of the period's last day

   Type 11/05/2026 in As of. The report shows what each lease has paid ahead of its charges, how much has been applied, what is held, and the lease's open charges on the day.

The report is empty, although Priya has $1,325.00 paid ahead. That is not a fault of the report: the module knows three kinds of money ahead of a charge, and this report lists only one of them.

The consequence shows on Outstanding Balances: Priya owes $13.02 for water (invoice 1252, Chapter 13.9) while $1,325.00 of theirs sits as a customer credit. Nothing applies a customer credit by itself, and this report cannot flag Priya, because their money is not a prepayment. Chapter 13.2 sets the reminder that matters: use the credit on December's rent invoice when it posts on 12/01/2026, or Priya is billed for a month they have already paid. The held concessions of Riley and Avery need no reminder: a held concession comes off the next scheduled charge on its own.

These four reports hold little money. They answer the questions an owner, an attorney or a court asks later: what was the tenant told, how did it reach them, and which rules applied.

The Collections Report

The log of notices and cases. It lists every notice served in the period (a draft by the day it was made) and every eviction case opened or filed in the period, each with the demand, the service, the expiry or cure, and where the lease's case stands. Case stage and Notice state filter it.

The demand ties to the money reports: N-000002 demands $1,150.00, the same invoice 1244 that Outstanding Balances shows in Morgan's 1-30 column. A notice is frozen when made (Chapter 13.6), so this figure will not change if Morgan pays part; the state turns Cured only when the whole demand is paid.

Noah Brandt's eviction case, opened in Chapter 13.6, is the second row. It is not filed with a court yet, and no notice was served on that lease in the period, so the row carries a stage and no demand: the caption counts it as a case and adds nothing to the demanded total. Choose Eviction pending in Case stage and the report returns that row alone: 0 notices, 1 case, 0.00 demanded. The report shows cases of the period; for every case still open, whenever it was opened, use Money → Collections.

The Deliveries Report

Everything sent, handed or served in the period: the document and its kind, the lease, the recipient, the channel, the address used, the status, the event that caused it, and who sent it. Filters: Channel, Status and Kind.

Three things to read correctly:

• The Rows column is a count, not money. Each delivery counts 1, and the total, 7, is the number of deliveries in the caption.
• A notice served by hand is a delivery too. N-000002 appears on the day it was served, with the service method as the channel (Personal delivery), At the unit as the address and notice served as the event. The Collections Report lists the same notice for its demand and its expiry. The two reports answer different questions, so the notice is one row in each: read them together when you need everything a tenant was given.
• Only what went out is listed. D-000005, the itemization that was superseded before it was sent, does not appear; D-000006, which was mailed, does. All seven rows are Recorded: a person handed, served or mailed the document and recorded it. With notification sending off (Chapter 13.6), nothing is e-mailed, so no row is Sent, Queued or Failed.

The Effective Policy and Renters Insurance reports

Both read today and have no date box. They were opened on 11/06/2026, so they include Avery Quill's lease of Riverside unit 2, which starts that day. One line each:

• [x] Every report run with typed dates for the day or period in question, not the defaults.
• [x] Outstanding Balances read as of that day; the tenant's balance, its aging and the last payment kept noted.
• [x] What the tenant paid read on the Rent Paid Report and on the Tenant Statement, and the two found to agree; any return read as the negative row under the same receipt.
• [x] Every fee identified by kind: late fee (Late Fees Report) or returned-payment fee (statement, NSF).
• [x] The Effective Policy Report agrees with the signed lease; any difference taken to the owner, so the Mark returned dialog offers the right fee.
• [x] Any agreed concession given from the lease and found on the Credits Issued Report with reason Concession.
• [x] The numbered statement made for the tenant after the call, not a screenshot.
• [x] Outstanding Balances = Aged Receivables for the tenants on the same day; Charges By Account "still open" equal to them too, or the difference shown to be older charges still open or payments and credits dated after the period.
• [x] Charged less still open = payments and credits on the period's charges; the rest of the Rent Paid total explained to the cent.
• [x] Each income account's register compared with the report; every difference explained in a sentence.
• [x] Credits Issued tied to Liabilities:Customer Credits; every customer credit given a plan to be used.
• [x] Notices, cases and deliveries read together; open cases checked on the Collections page.
• [x] The month's compliance reports saved as PDF.