Setup—Policies—Property Policies—Additional Options

To use Tracking IDs, the Use Tracking ID property policy must be selected in the Additional Options category.

Note

An administrator can modify the default policy settings. Use caution when altering defaults because the results can affect the way the entire system handles Tracking IDs.

System—Security—Users—eSite—Reports—Tracking Reports—Resident History

Users must have permissions in the System module for this report.

Note

An asterisk (*) indicates a required field or selection.

Select Tracking ID *

Enter a Tracking ID or click the Lookup to open the Select Resident box and select a Tracking ID for which to run the report.

From Date

Type the beginning date of the date range for which you want to print the report. Or use the Calendar Button to select a date.

Thru Date *

Type the ending date of the date range for which you want to print the report. Or use the Calendar Button to select a date.

Activity to Include

Select activity to include on the report. Options include Rent/Other Activity (default) or Security Deposit Activity.

Include Subsidy

Select whether to include Subsidy and Non-Subsidy (default), Subsidy Only, or Non-Subsidy Only.

Sort By

Select a sort option for the report. Options include Transaction Date (default), Date of Record, Invoice Number, Entry Order, or Due Date.

Summarize Payments by Check

Select this check box to summarize payments by check on the report.

Summarize Billings by Invoice

Select this check box to summarize billings by invoice.

Separate Page per Resident

Select this check box if you want a page break between leases.

The report header contains the Tracking ID, date range, property name and current log in date. The first lines of the report show building and unit number (displayed as Building Number–Suite Number); name of the resident/tenant or business name (for instance, Sandy Smith or Smith Shoes); Move-In/Move-Out dates; Days Occupied for the building/unit; Status (Current, Previous, Leased); and Beginning Balance.

Column Headings

Tran Date

The date the transaction was entered into the system. Typically, the Log In date.

Date of Record

Every ledger transaction is assigned a date, the Date of Record, which is associated with an accounting period through the accounting period tables. For a transaction to post, this accounting period must be active or the Log In date must fall within the grace period as defined by your Global Policy settings. For most transactions the Date of Record will equal the Transaction Date.

Due Date

The use of this date varies according to what it is related to. For a charge, this is the date the charge is due. For a payment, this is the date the charge is due, that the payment was applied to. This date does not apply if this is a prepayment.

SC

The Source Code used to identify the process that created the transaction.

Desc.

Transaction description.

Invoice

Identifies the invoice number of the charge. For a payment, this is the invoice number of the charge paid. For a prepayment the invoice number would be zero.

Code

Transaction income code.

Billings

Transaction amount where the Transaction Detail type is Recurring Charge or One Time Charge, and the Receivable flag is set to Yes.

Adjust.

Transaction amount where the Transaction Detail type is Adjustment and the Transaction Detail Receivable flag is Yes.

Non-Rec. Adjust.

Transaction amount where the Transaction Detail type is Recurring Charge, Adjustment or One Time Charge and the Transaction Detail Receivable flag is set to No.

Payments

Transaction amount where Transaction Detail type is Payment.

Note

This amount may be printed with a reversed sign depending on the Global policy, Display payments as credits.

Ret.

Return flag. Indicates this payment was returned by the bank for insufficient funds.

Ref.

Reference number or check number associated with the transaction.

Refunds

Transaction amount where the Transaction Detail type is Refund.

Forfeits To

Transaction amount where the Transaction Detail type is Forfeit.

Write-Offs

Transaction amount where the Detail type is Write-Off.

Balance

Running receivables balance.

Resident Total

Sum of detail listed per resident/tenant for the current Tracking ID selection.

Property Totals

Sum of detail listed per resident/tenant by property .

Grand Totals

Grand total sum of all leases linked to the Tracking ID.

Footer

The footer shows selection criteria for the report.

1. From the eSite menu, select Reports—Tracking Reports—Resident History.
2. Select the information you want to see on the report (refer to the Selection Criteria for this report).
3. Select a Report Format option: Acrobat Reader (default), Crystal Viewer, Excel.
4. Click Display. If you selected the printing option, Excel, you are prompted to open or save the report Excel file. Otherwise, the report opens in your preferred format.

 

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