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      Introduction to Tenant Statements

      How to Generate and Format Tenant Statements with Financial and Maintenance Breakdowns

      Within this article, you will learn how to generate tenant statements, format these statements with our new Tenant Statement Settings, and publish these statements for your tenants.

       

      Tenant statements can be formatted as you want using the new Tenant Statement Settings.

       

      1. Go to your Global Settings > Lease > Tenant Statement Settings

      2. Once in the setting page you can either select your current Tenant Statement or you can create a new statement setting.

      3. When in the Statement Setting, there are three main categories you can adjust.

        1. Summary - Give a summary of the tenant's financials for the statement period

        2. Ledger -Give a breakdown of all increases and decreases to the tenant's lease ledger

        3. Work Orders - Reflect any work orders that occurred during the statement period

      4. To adjust the tenant statement, whether that is removing the page breaks or removing the summary, ledger, or work order section, you will want to select the ellipses at the top right of the page and select the edit option. You can also duplicate this statement setting or delete it from the setting page

       

      Generating Tenant Statements

       

      1. In Rentvine, you can run Tenant Statements in two different ways.
        1. Tenant Statement Batches
        2. Individual Tenant Statements

      Tenant Statement Batches

       

      To generate multiple tenant statements within a batch, as well as publish these statements to your tenants' portals for viewing, you will want to follow this workflow.

      1. First, you will want to go to the leases page in Rentvine, where you will see the statement batches selection. In this page, you will be able to generate these tenant statement batches, as well as view previously generated batches for your tenants.

      2. Once in the Statement Batch, you will have a few different settings to choose from to format this for your tenants.
        1. Send From Last Statement – If you want all tenant statements to have uniform start and end dates, keep this toggle off. If instead you’d like the start date on tenant statements to be based on the end date of the tenant’s most recent statement, turn this toggle on.

          1. The Start Date and End Date will automatically fill based on the Accounting start date from your settings. You can override these dates, or use the quick-select buttons under the date fields to change the period or year. The dates you choose will determine the reporting period for the tenant statement.

           



        2. The Auto Publish toggle will be off by default. If you leave it off, you’ll have another step to send/publish the tenant statements after you create them. This gives you time to review them before sending. If you switch Auto Publish on, the tenant statements will be sent/published immediately after you click the green Create button.
        3. The Send Notifications toggle will be on by default. If you don’t want tenants to receive a notification email when statements are published, you can turn this off.
        4. The Override Statement Setting toggle will also be off by default. Leaving this off means each tenant statement will use the statement setting already assigned to each tenant. If you turn it on, you can choose a different tenant statement setting that will apply to all tenant statements being sent/published.

        5. Finally, you’ll see a Statement Message field. Here you can add a message that will appear on each tenant statement. You can include hotfields, and if you’d like, you can also use Snippets.

          Click Next to continue.





          Once Generated, you can view all previously generated statements within the lease in the statements section. From there you have the option to download these to your device, or delete if the statement is invalid or no longer needed.

           



      Individual Tenant Statements on Lease

      If you are wanting to generate individual Tenant  statements for your management company bookkeeping, you will want to follow this workflow.

      1. First you will want to identify the lease that you are wanting to generate the statement for.





      2. When in the lease page to generate a tenant statement, you will want to go to the Green Actions>New Statement







      3. From that page you will want to select the statement setting as well as the time period you want to generate for your tenant and then select Save.



      4. Once you select save, your device will take some time to generate the statement preview for you, and will be broken down into three separate sections.
        1. Resident Statement-Overview of finances tied to the lease

        2. Transactions- Full breakdown of all related charges and payments to the tenant within the selected statement period

        3. Maintenance Summary- See all associated work orders started/completed within the statement period