Commercial Billing

For commercial properties, use the Commercial Billing function to create and post monthly charges. The Monthly Posting function (used for residential properties) will not post charges for commercial tenants.

Commercial billing adds rent and other recurring lease charges to the tenant ledger, and generates a report on the results. Commercial billing enables you to specify an annual amount on the lease charge, and bill 1/12th each month.

There are three possible results for this process: a report, a batch that you later post using the process for posting a charge batch, or posting to the G/L.

To create commercial billing charges

1	From the side menu, select Charges > Commercial Billing. The Commercial Billing filter appears.

2	Complete the filter, as needed:

Property Type or select a property, properties, or a property list.

mm/yy Type the month and year the charges are to post.

Report Only Select the way you want to post the charges:

Report Only Produces a commercial billing report without creating transactions and posting them to the G/L. Make this selection to review the charges as a report before posting them to the general ledger.

Invoicing/Create Batch Creates charges in a charge batch and produces the commercial billing report. Make this selection to review the charges in a charge batch before posting them to the general ledger. This option also allows you to use the Invoicing feature.

Post to G/L Posts transactions to the G/L and produces the commercial billing report. Make this selection to post the transactions without first reviewing the charges and without having to perform a separate posting step.

After posting charges for a property with commercial billing, you cannot run commercial billing again in the Post to G/L mode for that property for that month or any prior month.

Variance Select whether to show the difference between the current month and the previous month on the Commercial Billing report. Variance is useful if you want to see tenants that appear with a charge for one month but not the other. If you select No, Voyager displays zeros in the Last Month and Variance columns on the Commercial Billing report. Selecting No can increase speed because Voyager does not then calculate variance.

Destination Select Screen.

3	Click Submit. Voyager displays the Commercial Billing report.

4	Review the following elements of the report:

Report Header The report header displays the property (or property list), month and year, report mode (Report Only, Create Batch, or Post to G/L), and variance status (Yes or No).

Exceptions This section displays three categories of exceptions: Previously Posted, No Data For These Properties, and Open Batches. Properties appear under Previously Posted if no new transactions were posted to that property since the last monthly posting was run. Properties appear under No Data For These Properties if no data is available for that property (for example, all lease charges expired for the property, or lease charges were pre-dated for an unauthorized post month). Batch headers appear under Open Batches if an open batch exists for that property/month combination.

Property/Tenant/Unit Description This column displays the list of properties for which commercial billing was run. The leases and tenants associated with that property appear under each property name.

Charge Code This column displays the charge codes for the lease charges or posted transactions.

Ctrl# (Batch#) This column displays the transaction and batch control numbers for the posted transactions.

Amount This column displays the transaction amounts posted for the current month.

Last Month This column displays the transaction amounts posted for the last month (exactly one month prior). If you ran commercial billing without calculating variance, this column displays zeros (0.00).

Variance This column displays the difference between the current and last month amounts. If you ran commercial billing without calculating variance, this column displays zeros (0.00).

Comment This column displays four categories of comments: Posted thru
mm/yy, Prior Posting, Secured Out, and empty. If the field is empty for a particular property/lease combination, no charges were posted for that post month. If the field displays Prior Posting, a charge existed before you ran commercial billing. If the field displays Secured Out, you are not authorized to create a transaction for that property/unit/resident/tenant combination. If the field displays Posted thru mm/yy for a particular property, no new transactions were generated for that post month because transactions were already posted through the displayed date.

5	If you selected Report Only, return to the previous screen to create or post the charges. If you selected Create Batch, you must post the batch.