Select Properties

Click to select properties from the Select Properties pop-up. The report runs for all selected properties.

Include Current Resident

This box defaults as checked. Accept the default to include resident with a Current status. Or, uncheck the box to exclude them.

Include Applicants

Use the drop-down to determine if and when to include applicants. The following options are possible:

Always—(default) always include applicants  regardless of their balance.

Sometimes—only include applicants if they have a balance due.

Never—never include applicants.

Include Waiting List Applicants

Use the drop-down to determine if and when to include wait list applicants. The following options are possible:

Always—always include wait list applicants with a Current status.

Sometimes—only include wait list applicants if they have a Current status.

Never—(default) never include wait list applicants.

This box defaults as checked. Accept the default to include tenants with a Current status. Or, uncheck the box to exclude them.

Include Cancelled Applicants

Use the drop-down to determine if and when to include cancelled applicants. The following options are possible:

Always—always include cancelled applicants regardless of their balance.

Sometimes—only include cancelled applicants if they have a balance due.

Never—(default) never include cancelled applicants.

Include Previous Residents

Use the drop-down to determine if and when to include previous residents. The following options are possible:

Always—always include previous residents regardless of their balance.

Sometimes—only include previous residents if they have a balance due.

Never—(default) never include previous residents.

Include Future Charges

This box defaults as unchecked. Accept the default exclude residents with a balance due in a future period. Or, check the box to include them.

Print Responsible/Guarantor only

Mark the check box to include the responsible party or Guarantor on the report, only.

Print Historical Version

Mark the check box to print a historical version of the Rent Roll report. The Historical Rent Roll is not the same as the saved report, which is just a copy of the report from when it was run. A historical report is a version of the report using the current data but back-dated to a prior period.

Date

This field appears when the box for Print Historical Version is checked. Enter the date to be used for the Historical Version of the Rent Roll report. The report will be back-dated to a prior period as defined by the date you enter.

Lease Type

Select Lease Type(s) from the grid to appear on the report. Options include No Lease Type and the Lease Types set up under property setup. Check the Selected box to include all lease types in the grid.

Print By

Select an option to print the report by: Bed or Physical Unit. These options appear when Track Physical Units property policies are turned on.

Select report style

Mark a check box to produce a report in Standard or Compressed style.

Note

If a resident/tenant does not have a Current lease status such as Current, Transfer or Notice then the lease charges for that resident are followed with an asterisk and are not included in the property totals. For instance, Rent $500.00*.

Unit

The unit number. For instance, 101.

ID

The unit ID. For instance, 5.

Type

The unit type. For instance, 2/1.

Unit Status

The unit status. For instance, VA for vacant available.

Names

If the unit is leased or occupied, the primary resident name is listed on line 1 and any additional occupants on the subsequent lines. If the unit is vacant, then this is the description of the lost rent income code for the unit. For instance, VACANCY.

RS (Resident Status)/ST (Status)

The status for the resident or tenant. For instance, A for Applicant.

Sq. Ft.

The total square feet of the unit.

Market Rent

Market Rent is the unit market or street value, which may differ from the rent amount actually billed to the resident leasing the unit. This number ties to the Market Rent field on the Rent Roll Recap Report and to the Market Rent field on the Reconciliation Report.

Code

The income code used to identify each active recurring charge. For instance, PET for Pet Deposit.

Lease Charges

The recurring charges for each income code, along with the totals. Note, there is one line listed for each active recurring charge.

Gross Possible

If the unit is occupied, this is the sum of the active recurring charges for which the income code's Potential flag is set to Y. If the unit is vacant, then this is the unit Market Rent.

Actual Potential Charge

The actual amounts charged for this period, that are due in the current accounting period. Potential Rent is the total income that could be received if all vacant unit were leased at full market value + current potential charges for occupied units. Note, if the unit is vacant then this field is blank.

MI Date/MO Date

If the unit is occupied, this field lists the actual Move-In date. If the unit is vacant, then this field lists the actual Move-Out date.

Lease Expires/Term

If the unit is occupied, then this field lists the date the current lease expires + the term of the lease. If the unit is vacant, then this field is blank.

Sec/Other Deposit

If the unit is occupied, then Line 1 provides the resident's On Hand Security (subject to minimum) amount and Line 2 provides the resident's On Hand Other Deposit amounts. If the unit is vacant, then these fields are blank.

Ending Balance

If the unit is occupied, then this field lists any unpaid recurring charges and/or unpaid security deposit amounts. This number ties to the Current Month Balance Due less Prepaid field on the Reconciliation Report and to the Ending Past Due & PPD (prepaid) field on the Rent Roll Recap Report. If the unit is vacant, then this field is blank.

Total

Totals are listed. Property totals are listed for each selected property. The Ending Balance ties to the Ending Balance field in the Security Deposits section of the Rent Roll Recap Report. It is calculated as Security Deposits Total + Other Deposits Total = Total Deposits.

Property Totals

Market Rent

Sum of Unit Market Rent (for each unit) = Property Total.

Lease Rent

Sum of Lease Rent for each Current, Notice or Transfer status lease listed = Property Total.

Gross Possible

Sum of Lease Rent for each Current, Notice or Transfer status lease listed = Property Total.

Actual Potential Charges

Sum of charges made during the current accounting period for any charges made to any period.

This number can be tied out to the amount listed in the Adjustment column on the Monthly Income Summary Report, and to the Reconciliation Report, using the following calculation:

Current Period Adjustment + Prior Adjustments + Future Adjustments for any potential income code included on the report.

Security Deposits

Sum of Security Deposit (for each lease listed) = Property Total.

Other Deposits

Sum of Other Deposit (for each lease listed) = Property Total.

Total Deposits

Security Deposit (property total) + Other Deposit (property total) = Total Deposits collected for the property.

Ending Balance

Sum of ending balances for the leases.

Income Code

A listing of income codes you might see in the report data.

Resident Stat.

A listing possible resident statuses you might see in the report data.

Unit Stat.

A listing possible unit statuses you might see in the report data.

Unit Analysis

A listing that shows the number and percentage of units meeting certain criteria (for example, the number and percentage of Vacant, Occupied, and Down units) for the property.

Summary of Actual Charges by Income Code

This section shows the monthly total for each income code for all residents with a status of Current, On-Notice, or Transfer Out. For each income code, this section shows the code, the description, and the total amount for the month.

Unit Analysis

Occupied

The number of units for the property with an occupancy status of Occupied or Notice, not including Down, Wait List or Construction. It is calculated as the Number of Occupied Units/Total Units = Total Percentage of Occupied Units.

Vacant

The number of units for the property with an occupancy status of Vacant, not including Down, Wait List or Construction. It is calculated as the Number of Vacant Units/Total Units = Total Percentage of Vacant Units.

Down

The number of units for the property with an occupancy status of Down. It is calculated as the Number of Down Units/Total Units = Total Percentage of Down Units.

Total Units

A count of the number of units in the property, excluding Wait List and Construction.

Construction

The number of units for the property with a unit status of Construction.

Waiting List

The number of units for a property with a unit status of Wait List.

Employee

The number of units for a property with a unit status of Employee.

Model

The number of units for a property with a unit status of Model.

Other Use

The number of units for a property with a unit status of Other.

Total Special Use

The percentage of Employee, Model and Other. It is calculated as the Number of Special Units/Total Units = Total Percentage of Special Units.

Grand Totals

Grand Total

Grand Totals are the sum of Property Totals and are only listed if more than one property is selected when the report is run.

Grand Summary of Actual Charges by Income Code

This section shows the monthly grand total for each income code for all residents with a status of Current, On-Notice, or Transfer Out. For each income code, this section shows the code, the description, and the total amount for the month.

To run the Historical Rent Roll report, check the Print Historical Version check box and then enter a date; the Historical Rent Roll report prints based on the date entered.

Changes from the regular Rent Roll report include: The Unit Market Rent is looked up in the Market Rent History table based on the selection date. The Unit Square Footage is looked up in the Square Footage History table based on the selection date. The columns for Ending Balance and Security Deposit on Hand do not appear on the report. The report header indicates “Historical Rent Roll for date entered.”

To run the Rent Roll report for Assisted Living, you can select to print the report by Bed and/or Physical Unit. Refer to Physical Units Overview for more information.

You can also filter on the Lease Type, which can be set up as Medicaid, Private, Standard, etc.

Report Details

The Assisted Living Rent Roll is the same as the regular Rent Roll except that the information is grouped and totaled by Physical Unit. Changes from the regular Rent Roll report include: A count of occupied Physical Units and a count of occupied Units, along with percentages of occupancy, The Unit Market Rents are added together and shown as Physical Unit Market Rent. This same method of calculation is used for Resident Balances and Security Deposits.

Effect of policies

When the policy Count Partially occupied Physical Units as fully occupied is turned on, the Physical Unit is considered occupied if any Unit is occupied, and considered unoccupied only if all Units are empty. When this policy is not turned on, occupancy is calculated as a fraction, so, for example, a Physical Unit is considered .5 occupied if two units of a four-unit Physical Unit are occupied.

It is indicated at the bottom of the report if the policy is set to count Physical Units as a single unit when a Physical Unit is set up to have more than one Unit assigned.

1. From the eSite menu, select Reports—Management Reports—Rent Roll.
2. Click Select Properties. Select the properties for which you want to print the report and click Done.
3. Select the information you want to see on the report (refer to the Selection Criteria for this report).
4. Select a Report Format option: Acrobat Reader (default), Crystal Viewer, Excel.
5. 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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