Portfolio Ledger Balances

Definitions of ledger balance terms. These can be found at the top of the portfolio ledger view page and throughout your Rentvine account.



Operating Balance

  • Simplified Explanation: This is the amount of money available to pay bills and send to owners.
  • Detailed Definition: Operating Balance = cash balance − security deposits not covered by escrow balance − prepayments − liabilities.

Cash Balance

  • Simplified Explanation: This is the total amount of money in non-escrow bank accounts.
  • Detailed Definition: Net of all non-escrow bank accounts.

Escrow Balance

  • Simplified Explanation: This is the total amount of money in escrow bank accounts.
  • Detailed Definition: Net of bank accounts marked “Tracked as Escrow.”

Security Deposits

  • Simplified Explanation: The total of all security deposits being held. These must be covered by escrow bank accounts, or they will reduce the operating balance.
  • Detailed Definition: Net of all liability chart of accounts marked “Tracked as Security Deposit” and “Tracked as Held.” Held deposits must be offset by escrow bank accounts, or they are held back from the operating balance.

Owner Held Deposits

  • Simplified Explanation: These are security deposits held by the owner, so they don’t need to be covered by escrow bank account and will not reduce the operating balance.
  • Detailed Definition: Net of all liability chart of accounts marked “Tracked as Security Deposit” and NOT “Tracked as Held.”

Payables

  • Simplified Explanation: The total of all unpaid bills. This amount will be held from the operating balance when sending money to owners.
  • Detailed Definition: Sum of all unpaid bills, reserved from the operating balance to be withheld while disbursing funds via the Pay Owners page.

Credits

  • Simplified Explanation: The total of vendor credits that haven’t been used yet. These can reduce what you owe on bills.
  • Detailed Definition: Sum of all unused vendor credits, used to reduce the amount owed on bills.

Receivables

  • Simplified Explanation: The total of unpaid charges, usually from tenants who haven’t paid rent or fees.
  • Detailed Definition: Sum of all unpaid lease charges, typically unpaid tenant charges.

Work Order Estimates

  • Simplified Explanation: The estimated costs of open, pending and on-hold work orders, minus any paid bills for those work orders. This amount is held from the operating balance when sending money to owners.
  • Detailed Definition: Sum of all estimated costs from pending, open, and on-hold work orders minus the sum of all paid bills on those work orders. Reserved from the operating balance while disbursing funds via the Pay Owners page.

Liabilities

  • Simplified Explanation: The total amount owed for things that aren’t marked as prepayments or security deposits.
  • Detailed Definition: Net of all liability chart of accounts not marked “Tracked as Prepayment” or “Tracked as Security Deposit.”

Non-Held Liabilities

  • Simplified Explanation: The total amount owed for things that are not prepayments, security deposits, and held back. These funds are included in the operating balance.
  • Detailed Definition: Balance of all liability chart of accounts NOT “Tracked as Prepayment,” “Tracked as Security Deposit,” and “Tracked as Held.” These funds are NOT held back from the operating balance.

Prepayment

  • Simplified Explanation: The total of all prepayments, which are held back from the operating balance.
  • Detailed Definition: Net of all chart of accounts marked “Tracked as Prepayment.” They are held back from the operating balance.

Undeposited

  • Simplified Explanation: The total of payments meant for non-escrow bank accounts (like rent or contributions) that haven’t been deposited or settled yet.
  • Detailed Definition: Sum of all undeposited and unsettled lease payments, owner contributions, and other payments to non-escrow bank accounts. Unsettled payments are those not yet funded to the operating bank account.

Unsettled are electronic payments that have not funded to a bank account yet.  For example, if a tenant makes an eCheck payment on a Monday the payment will typically settle on Wednesday. This means that the tenant payment is unsettled until Wednesday.


Undeposited Escrow

  • Simplified Explanation: The total of payments meant for escrow bank accounts (like security deposits) that haven’t been deposited or settled yet.
  • Detailed Definition: Balance of all undeposited and unsettled lease payments, owner contributions, and other payments to escrow bank accounts.

Reserve

  • Simplified Explanation: The total of all property reserves for the portfolio, which is held back from the operating balance when sending money to owners.
  • Detailed Definition: Sum of all property reserves associated with the portfolio, reserved from the operating balance when disbursing funds via the Pay Owners page.

Additional Reserve

  • Simplified Explanation: An extra reserve amount that can be set for each portfolio, held back from the operating balance.
  • Detailed Definition: An additional reserve defined for each portfolio, withheld from the operating balance when disbursing funds via the Pay Owners page.