REVENUE ACCOUNTING

TRAINING – 1 0F 3

November 13, 2023

AGENDA
Basic Concepts

Dashboard

Adhoc Charges

Periodic Invoicing

Charge Adjustment Process

Revised Billing Process

Cash/ Cheque Receipt

Receipt Adjustments

Prepayments

Post Dated Cheques

Quick Refund
2
Bank Guarantees
BASIC CONCEPTS
• In Yardi, an accounting entry can be created using:

Charge

Receipt

Payable

Payment

Journal
• Entry
Once you post a “Charge/Receipt” –
– Tenant ledger and general ledger gets updated

• Journal Entry affects only the general ledger and not the sub-ledger

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BASIC CONCEPTS

CHARGE (INVOICE) RECORD:

• A charge is an amount a tenant owes for a service (rent, service charges, and so on)
• Charges can be positive or negative.
• Positive charges increase tenant balances (the amount owed); negative charges decrease tenant balances
• Records Income and Accounts receivable

RECEIPT RECORD:
• A Receipt record contains information about the actual payments received from the tenant an the form in
which it is received( Cash/ Cheques / PDC/ DD)
• A Prepay receipt can be recorded for money received from a tenant / unit owner in advance or a tenant
payment that exceeds existing charges.
• Cannot create negative amount receipt in Yardi

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BASIC CONCEPTS
PAYABLE RECORD:
A Payable is a financial transaction requiring payment to a Vendor/ Tenant or a record that documents a
payment already made.
Records Expenses and Accounts Payables

PAYMENT RECORD:
A Payment record contains information about the actual payments made to Vendors or tenants (refund
deposit/prepayments/credit charges and the form in which it is paid ( Cash/ Cheques/ DD)

JOURNAL RECORD:
A Journal record is created to book income directly into GL or create a provision for doubtful debts, transfer
balances from one property to another

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DASHBOARD
The Dashboard provides various sections and links to directly access relevant functions in a section
Sections:
- Lease Master
- Receipts
- Receivables
- Adjustments and
Refunds
- Other Functions /
Reports
- Reports

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ADHOC CHARGE
Adhoc charges are non-regular charges added for tenant/unit owner
- On the Dashboard, under Charge section, Click on Create Charge batch
- Can also be accessed from menu link

On the batch charge header screen,

you can -
- Record batch notes
- Declare the total charges
- Declare the Number of Invoices
you will be adding to the batch.
- Click on Save

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ADHOC CHARGE
Now Click on New
Record button to Enter
Charge Invoice.

Complete Charge Header details - Please complete the header details first before completing the
detailed lines for charge information
HEADER SECTION:
- Select Display Type ( Default/Tax )
- Enter or select a Property code
- Enter or select the Tenant Code
- Enter Charge Date
- Enter Post Month (defaulted to
system open month
- Payment Method - Cheque

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ADHOC CHARGE
Complete Charge detailed lines - Please complete the header details first before completing the detailed lines for charge information

DETAILED SECTION:
- Enter the Charge Code
- Enter the Amount
- Specify From Date and To Date
- Add Notes (Notes will appear on
tenant ledger)
- Click Save

After clicking on Save -

- Voyager shows blank charge screen if total declared amount and charge number is not utilized. If all the charges are entered, then
it will show batch screen.

- Total Amount would be reflected in header section

- GL Accounts will appear in detailed section

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ADHOC CHARGE – CHARGE WITH TAX
Complete Charge detailed lines - Please complete the header details first before completing the detailed lines for charge information
HEADER SECTION:
- Select Display Type (Tax
)
- Enter or select a
Property code
- Enter or select the
Tenant Code
- Enter Charge Date
- Enter Post Month
(defaulted to system
open month
- Payment Method -
Cheque

DETAILED SECTION:
- Enter the Charge Code
- Enter the Amount
- Specify From Date and To Date
- Add Notes (Notes will appear on tenant ledger)
- Tran Type – (as per county Specific)
- Select applicable tax rate from dropdown
- Click Save
- Follow the batch posting process of Report and Post to post the batch
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EDIT CHARGE BATCH
You can edit charges in a batch until you post the batch.
- On the Dashboard, under
Receivables section, Click Edit Charge
batch
- Can also be accessed from menu
link: Go to – Charges  Charge
Functions  Edit Batch

On the batch filter-

Batch Type – ‘Open Only’ will show
Unposted Batches,
‘All’ will show Both Posted and
Unposted Batches and
‘Empty only’ will show Batches without
any charges in it.
- Select the Open only option and
click on Find button
- Voyager will Show the charge Batches
in the below section.
- Use Edit button to review Charge Batch
to be edited.

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EDIT CHARGE BATCH
- Voyager will Show the charge Batches
in the below section.
- Use Edit button to review Invoices

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POSTING ADHOC CHARGE
From charge screen, use link to batch number to review batch header.
- On the batch screen, first
generate the Unposted Charge
Batch Report by clicking on
Report button
- Prior to posting you could Edit/
Delete the batch by clicking on
respective buttons based on
access permissions – “Maker –
Checker permissions”
- Click on Post button
- Post button will Post the
transactions to GL
- Message displayed- Batch has
been successfully posted.
- The Edit and Post buttons would
now be disabled.

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HOLD CHARGE
Hold charge functionality can be used for disputed charges. Once the charge is put on hold, Voyager will not
allow receipt application against such charges.
- Go to – Charges  Charge Functions 
Review Charge
- The Review Charge filter appears
- Specify the filter criteria to fetch the
charge record.
- On charge screen, Click on Edit button.
1 - Click on the Hold check box against a
particular charge line to put the charge
on hold.
- Click on Save

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REVERSE CHARGE
- Go to – Charges  Charge Functions 
2
Reverse Charges
- The Reverse Charge filter appears
- Click on the check box in the Reverse
column to select the charges to be
reversed.
- Enter the Post date and Post month for the
reversal charge and click on Post.

- System will create and Negative charge to

reverse the effect of original charge and
system will match-off ‘+ve’ and ‘-ve’
charges with a Zero amount receipt as
shown below.

NOTE: The previous Deferred Accounting JEs would be auto reversed

and new deferred accounting JEs would be generated
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PERIODIC INVOICING
This function could be used in following scenarios:
• Posting of First Period charge on the tenant
• Posting any rent and other recurring charges to the tenant on as per payment terms
• Could be performed on Annual, Quarterly or Monthly basis

- Go to – Charges  Invoicing  Periodic

Invoicing
- Select the filter criteria to perform
invoicing ( Property name and Invoice
month).
- Select “Report Only” option in order to
review the charges that will be created
after posting the invoicing.

Once review is completed Go back to filter

screen and select “Create Batch” as shown
below:

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PERIODIC INVOICING
- Once review is completed Go back to filter
screen and select “Create Batch”
- An unposted batch will be created
- Click on Control number link to access
charge batch.
- Follow the batch posting process of Report
and Post to post the Charge batch

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PERIODIC INVOICING –(TAX)
- Tax amount is also reflected
- Charge batch shows the Tax
rate
- Rest of the process remains
the same

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CHARGE ADJUSTMENT PROCESS
Following types of Adjustments can be made to unpaid charges:
• Write Off: Used for recording bad debt (un-collectable accounts receivable).
• Debit Adjustment: Increases an existing charge
• Credit Adjustment: Reduces an existing charge
A write-off adjustment is used for bad debt (un-
collectable accounts receivable). It allows you to reclaim
the tax.
To create a write off,
- Go to – Charges Adjustments and Write Offs  New
Adjustment Batch
- Complete batch header details- Specify type as Write off
and enter Notes.
- Click on Save
- Now click on the new button in below section

- Use the top left part of the screen as a

filter (the Property, Charge To, and
Charge Code fields) to find out for the
charges you want to adjust.
- Enter post month and Post date
- Enter Notes

NOTE: The previous Deferred Accounting JEs would be auto reversed and new deferred accounting JEs would
be generated 19
WRITE OFF
- The lower part of the screen displays the
open charges that match the filter criteria.
- Select the checkbox and specify the write
off charge code.
- Click on Save after completion. Access the
batch record using batch number link.
- Follow the batch posting process of Report
and Post to post the batch

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CREDIT ADJUSTMENT
A Credit adjustment reduces an existing charge by
creating additional transactions (a credit charge and a zero
receipt).
To create a credit adjustment,
- Go to – Charges Adjustments and Write Offs  New
Adjustment Batch
- Complete batch header details- Specify type as Credit
adjustment and enter Notes.
- Click on Save
- Now click on the new button in below section

- Use the top left part of the screen as a

filter (the Property, Charge To, and
Charge Code fields) to find out for the
charges you want to adjust.
- Enter post month and Post date
- Enter Notes

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CREDIT ADJUSTMENT

- The lower part of the screen displays the

open charges that match the filter criteria.
- Select the checkbox and specify the net
amount of the credit adjustment.
- Click on Save after completion. Access the
batch record using batch number link.
- Follow the batch posting process of Report
and Post to post the batch

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DEBIT ADJUSTMENT
A Debit adjustment increases an existing charge by
creating an additional transaction (a debit charge).
To create a debit adjustment,
- Go to – Charges Adjustments and Write Offs  New
Adjustment Batch
- Complete batch header details- Specify type as Debit
adjustment and enter Notes.
- Click on Save
- Now click on the new button in below section

- Use the top left part of the screen as a

filter (the Property, Charge To, and
Charge Code fields) to find out for the
charges you want to adjust.
- Enter post month and Post date
- Enter Notes

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DEBIT ADJUSTMENT

- The lower part of the screen displays the

open charges that match the filter criteria.
- Select the checkbox and specify the net
amount of the debit adjustment.
- Click on Save after completion. Access the
batch record using batch number link.
- Follow the batch posting process of Report
and Post to post the batch

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REVISED BILLING PROCESS
This function could be used when rent amount is revised after rent charges are posted. In such scenario,
Voyager will revise the earlier charge and will post new charge with new rent amount.

Example: t0000834
To perform revised billing,
• Go to - International Menu  Charges  Invoicing 
Revised Billing
• Complete filter details-
• Select Property,
• Enter Tenant,
• Enter revised from and to dates (Specify the
original month in which the Charges were
created),
• Enter post month (month is which revision took
place)
• Click on Submit

- Now click on the Calculate button to

view the Charges and revisions

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REVISED BILLING PROCESS

• Here you will see the old and the new billing amount displayed.
• Review the Charges and exclude any charges if required. Now click on Create batch. A negative charge will be created for old charge and
positive for new charge amount.
• An unposted batch is created.

• Please click on the

Batch link
• Follow the batch
posting process of
Report and Post to
post the batch

NOTE: The previous Deferred Accounting JEs would be auto reversed and new deferred accounting JEs
would be generated
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CASH / CHEQUE RECEIPT
For payment received from tenant/unit owner and customer, user will process a receipt record in Yardi.

To create a Receipt batch,

• Go to – Receipts  Create Receipt Batch
• Complete receipt batch header details
- Record batch notes
- Declare the total amount of receipts to be entered
- Declare the Number of Receipts you will be adding
to the batch.
- Click on Save
- Click on the New Record Button to add a receipt
record.

- Enter or select Property

- Enter or select Payer and click Tab button
- System will populate all the open charges against
the Payer and will show total due amount in the
‘Total Amount’ field.

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CASH / CHEQUE RECEIPT
In the header section -
• Specify the Company
• Select the Payer (Tenant)
• Specify Amount
• Select the Method of Payment
• Specify Payment Ref if any
• Specify Notes
• Specify Date Received
• Post Month

• In the detailed section -

• Enter the receipts to be
applied against open charges.
• Click on SAVE after
completion. Voyager will take
you to the Batch screen

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CASH / CHEQUE RECEIPT
• Click on Edit Button of Receipt to review
receipt.
• On the Receipt details, Click on
Unposted Batch link to go back to Batch
header screen.
• Follow the batch posting process of
Report and Post to post the receipt
batch

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CASH / CHEQUE RECEIPT
• Click on Deposit Button to generate
Deposit slip.

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PRINT RECEIPT
User can generate a receipt from Yardi to be given to the tenant/owner using the Correspondence Tool in Yardi
1. In the above posted Receipt
batch, Click on Edit button to
review the receipt.
2. From the receipt scree, copy
the Doc sequence number
3. Click on the Print Receipt link
in the Title Menu
1

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PRINT RECEIPT

The Correspondence Receipt screen will open.

1. Paste the Doc Seq Number in the respective field
2. Click on Display. Voyager displays the receipt record in the detailed section
3. Click on Generate Receipts button

4. Click on letter link to open the receipt.

5. Click n Print button on the PDF output to print the receipt

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REVIEW RECEIPT
- On the Dashboard, under
Receipts section, Click on
Review Receipt
- Can also be accessed from
menu link- Receivables>
Review Receipt

- On the receipt filter specify criteria to search receipt.

Click on Submit. Voyager shows receipt based on filter
selection.

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RECEIPT ADJUSTEMENTS
Types of Receipt Adjustments:
• Reverse Receipt
• NSF Receipt
To Reverse a Receipt,
• Go to – Receivables  Review Receipt
• Specify the filter to search receipt to be reversed
and click on submit.
• On the receipt screen, click on the Reverse button
to reverse the receipt.

• On the Reverse Receipt screen, enter

reversal date, post month and notes. Click
on Save.

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RECEIPT ADJUSTEMENTS
To NSF a Receipt,
• Go to – Receivables  Review Receipt
• Specify the filter to search receipt to be marked as
bounce and click on submit.
• On the receipt screen, click on the NSF button to
process bounce cheque.

• On the NSF Receipt screen, enter NSF

date, post month and notes. Click on
Save.

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PREPAYMENT RECEIPT
A Prepay receipt can be recorded for money received from a tenant / unit owner in advance or a tenant payment that
exceeds existing charges

To add a Prepayment Receipt,

• Go to – Receipts  Create Receipt Batch
• Complete receipt batch header details
- Record batch notes
- Declare the total amount of receipts to be entered
- Declare the Number of Receipts you will be adding to the batch.
- Click on Save
- Click on the New Record Button to add a receipt record.

I. Example of Manual Prepay Application:

On the Receipt details screen,
- Enter or select Property
- Enter or select Payer
- Specify Amount
- Select the Method of Payment
- Specify Notes
- Complete Payment Ref
- Enter the amount
- Select the Charge code – ‘abrr’
- In this case we need not enter data in Hold for
field
- Click on Save
- Follow the batch posting process of Report
and Post to post the receipt batch

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PREPAYMENT RECEIPT
I. Example of Prepay Hold For:
On the Receipt details screen,
- Enter or select Property
- Enter or select Payer
- Specify Amount
- Select the Method of Payment
- Specify Notes
- Complete Payment Ref
- Enter the amount
- Select the Charge code – ‘abrr’
- In this case enter a charge code ‘chill’
for example in the Hold for field
- Click on Save
- Follow the batch posting process of
Report and Post to post the receipt
batch

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APPLY PREPAY AGAINST CHARGE
You should create a Zero (0) amount receipt to apply prepayment against outstanding charge.

To process a Zero Amount receipt,

- Go to – Receivables Create Detailed
Batch
- Complete the batch header and Save.
- Click on the New Record Button to add
a receipt record
On the receipt screen, select the tenant
and specify the amount as zero.
- To apply the prepayment, enter positive
amount against outstanding charge and
enter negative amount against prepay
line item.
- Click on Save after completion.
- Go back to the batch header and follow
the batch posting process of Report
and Post to post the receipt batch

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ADD PDC (POST DATED CHEQUES)
All PDCs collected from tenants should be recorded in PDC register of Voyager.

To ADD PDC,
Go to – Receivables Post Dated Cheques  Add Post Dated Cheques
- Enter or Select Property
- Enter or Select Payer (Tenant)
- Enter 1st Cheque Date
- Enter the Amount
- Enter 1st Cheque Number (Cheque number of 1 st PDC)
- Specify Number of Cheques
- Specify Cheques received per year
- Specify Name on Cheques (Enter if PDCs submitted by person other than tenant. If kept blank Voyager takes
tenants name)
- Enter Submitted Date (Enter submission date if PDCs are submitted prior. Default is system date)
- Specify Charge Code against which PDCs should be applied. In case of rental portfolio properties, keep this field
blank as we are splitting the gross rent into net rent, service charge component and capacity charge component.
- Enter Notes
- Select Bank for the cheque
- Click Submit
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ADD PDC (POST DATED CHEQUES)
Review and modify following fields on the
detailed section:
1. Amount - Modify the amount for any
4 cheque before saving.
1 2 3 2. Cheque Date - By default, Voyager
creates records based on No. of Cheques
and Cheques per Year entered. Modify
the cheque dates if required.
3. Cheque Number - By default, Voyager
creates a cheque series based on the
first cheque number. In case the cheque
numbers are different, then make sure
you modify the cheque details
accordingly.
4. Click Save
5. A message will be displayed- Click Ok to
proceed.
5 Voyager creates PDCs entered and shows
confirmation message.

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PRINT PDC (POST DATED CHEQUES)
After adding PDCs, Voyager shows the link
1 to print receipt for PDC submission.
1. Click on the link to open the receipt.
2. You can use print/export buttons to
print or export the receipt file.

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ADD PDC (POST DATED CHEQUES) - CUSTOMER

- Enter or Select Property

- Enter or Select Payer (Tenant)
- Enter 1st Cheque Date
- Enter the Amount
- Enter 1st Cheque Number (Cheque number of 1 st PDC)
- Specify Number of Cheques
- Specify Cheques received per year
- Specify Name on Cheques (Enter if PDCs submitted by person other
than tenant. If kept blank Voyager takes tenants name)
- Enter Submitted Date (Enter submission date if PDCs are submitted
prior. Default is system date)
- Specify Charge Code against which PDCs should be applied(If
required)
- Enter Notes
- Select Bank for the cheque
- Click Submit
Review and modify required fields on the detailed section
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REVIEW / EDIT PDC (POST DATED CHEQUES)

To Review PDC,
• Go to – Receivables Post Dated Cheques  Review Post Dated Cheques
• On Review Post Dated Cheques screen specify the filter to search PDC records and click on Submit.
• PDC details appear on the detailed section below. You can edit the PDC details and can mark PDCs as deleted/bounced.

• You may put a PDC on Hold by clicking on Hold check box and also enter the release date for the same. The status of the PDC
would then become ‘Hold’
• You may Bounce a PDC by clicking on Bounce check box- The status of the PDC would then become ‘Bounced’

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APPLY PDC (POST DATED CHEQUES)
When cheque date is due, apply postdated cheque function is used to process deposit batch. Applying
postdated Cheques creates an unposted receipt batch.

To Apply PDC,
• Go to – Receivables Post Dated Cheques  Apply
Post Dated Cheques
• On Apply Post Dated Cheques screen complete the
following fields to search Cheques to be deposited:
• Enter or Select Property
• Enter Cheque Date
• Enter Post Month
• Click Submit
• Before processing, you can use exclude checkbox to
exclude any cheque from being applied.
• Click on Distribute to process listed PDCs.
• You should get a message – Are you sure you want
to distribute the PDC among unpaid charge.
• Click OK to proceed. Voyager will open an unposted
receipt batch displaying the open charges for the
said tenant.
• Cheques can be applied one by one
• Follow the normal process for distribution and
receipt batch creation.

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APPLY PDC (POST DATED CHEQUES)
• On reviewing the applied PDC records in PDC register, you should see a link to receipt control number.

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QUICK CHARGE & OVERPAY WRITE OFF
• Sometimes the amount of receipt does not exactly equal the amount of the matching
charge
• The Quick write off function allows you to easily write off small amounts

2 variations:
• Quick Charge write-off : Used for underpayments – Creates a negative charge using
the write-off charge code and a zero value receipt is created to apply the 2 charges
together

• Quick Overpay write-off : Used for overpayments – Creates a positive charge using
the write-off charge code and a zero value receipt is created to apply the 2 charges
together

• To perform these functions Go to the Dashboard and under Adjustments and Refunds
section, click on ‘Quick Charge Write-off’ link/ ‘Quick Overpay Write-off’ link

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LEASE REVIEW SCREEN
Go to the ‘Lease Review’ screen to view details like :
- Unit attached to Lease,
- Rent, CAM Recovery (CAFC Charges),
- Misc (Electricity/ Chiller) Charge information,
- Deposit details and
- Ledger for a specific Lease

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REVIEW TENANT LEDGER
Go to the ‘Lease Review’ screen and click on Ledger link to view Tenant Ledger

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QUICK REFUND - CREATION
Quick Refund feature enables user to refund security deposit credits, prepayments, or credit charges (negative
charges). You can use this feature at any time; for example, you could use it to refund a deposit before the
end of the lease.

To create a Quick refund,

• Go to Lease Administration 
Deposits  Quick Refund
• Specify the leases/(s) for which the
refund needs to be made

• You can exclude any credits that

you do not want to refund, or
change the amount you want to
refund.
• When you click Post, Voyager
creates a payable and posts it to
the general ledger

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QUICK REFUND - PAYABLE
To view the Payable created by Quick Refund function -
• Go to Payables Payable Invoices  Review Payable
• Specify the lease code in Pay To field and click Submit

• The posted Payable will have payment

status as Unpaid
• Notes field will have reference as Quick
Refund

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QUICK REFUND – PAYMENT PROCESS
1. Generate the AP Analytics Report stating the tenants for which Refund is processed and needs to be paid and
send the same to respective team to be paid in Oracle
2. Once the payment is made from Oracle an intimation along with the payment reference number would be sent
to Finance to enter the Payment in Yardi.
3. Create a dummy Payment in Yardi. This is a 2 step Process
• Commit Payment (similar to an approval step)
• Process Payment

To Commit Payment-
• Go to Payables  Process Payments  Commit Payments
• Specify the lease code in Payee field and click Display
• In the section below, the unpaid Invoices for the tenant would be displayed. Select
the Approve flag and click on Commit button. A report would be displayed once
the Payable is Committed

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QUICK REFUND – PAYMENT PROCESS
To Process Payment-
• Go to Payables  Process Payments  Manual Payments
• Specify the lease code in Payee field and click Display
• In the section below, the Committed Invoices for the tenant would be
displayed. Enter the Oracle payment reference in Cheque number field.
The bank and Bank Account would be a dummy account.
• Select the Pay flag and click on Process button. A report would be
displayed once the Payable is Processed

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BANK GUARANTEES
The information of Bank Guarantee is off the Balance Sheet item and is stored as information in a Lease custom Table.

To add Bank Guarantee details,

• Go To  Lease Administration  Review Lease
• Specify the lease to be viewed in the filter screen

• On the Lease screen, access the MAFP

– Finance Bank Guarantee table in the
functions link to access the Bank
Guarantee fields.
• Specify the Bank Guarantee Amount
and Expiry date;

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FINANCIAL ADJUSTMENT: NET EFFECTIVE RENT
Net Effective Rent would be calculated for Permanent Lease.

Steps:
1. Generate NER Calculation Report (Customized)
• To Identify the tenants and related leases where the rent amounts in the charge schedule are to be revised as a
result of NER trigger being met.
2. Send the Report to the Lease Admin (LA) team to start modification (NER) workflow

3. Finance will receive a notification from LA on completion of Modification workflow – not configured
4. Follow the Calculation and Billing: Revised Lease Terms Process: Revised billing functionality

5. Upload the NER calculation on Share point

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