Ledger and statement

The Ledger is the tenant's account: every bill and every payment, with the balance after each. Open a tenant and press Ledger.

The top

Balance due, the Previous balance and the Last payment (amount and date), with three buttons: New charge, Take a payment and Send statement.

The list

Each row has its Type (Bill sent, Payment, Refund, Voided or Pending), Date, Description, Amount, Balance and Notes. Show narrows it to Everything, Processed, Pending, Refunded or Voided.

A charge you raised by hand has a bin: Delete this charge removes it and the balance is worked out again. Monthly bills and payments can't be deleted here.

Open and change a bill

Press a bill's Description to open it under the buttons: its number, status (Draft, Sent, Paid …), issue and due dates, its lines and its total.

1. 1Change a line's Name, Description, Unit cost or Qty, take a line off with its ×, or press Add a line.
2. 2The total updates as you type, with the bill's own tax.
3. 3SAVE shows once something differs from what you opened. Press it: the bill and the tenant's balance are worked out again. A sent bill is not sent again — press Send statement when you want the customer to have it.

Changing a bill needs Can edit an invoice (the same as the office's invoice editor). A paid bill opens read-only: "Storage bill #… is paid, so it can't be changed." Raise a new charge, or refund from Payments.

Add a charge

1. 1Press New charge.
2. 2For each line type a Name, a Description, the Unit cost and the Qty. Add a line adds another.
3. 3Pro-rate to month end adds a line for the days from the move-in date to the end of the month.
4. 4The total with the tenant's tax shows beside the lines.
5. 5Press Save and send to bill the customer, or Save as draft to keep it unsent.

Take a payment

1. 1Press Take a payment. The amount starts at what is owed.
2. 2Choose how: Check (with its number), Cash, Card charged elsewhere (the cardholder's name, and the last four if you have them), or Card on file — the autopay card is picked first. Except for a card on file, pick the Date: the calendar shows last month and this month side by side (one month on a phone).
3. 3Add a note if you like and press Record the payment — or Charge the card for a card on file.

The balance updates at once, everywhere it shows. Charging a card on file needs Can charge an online payment; without it, Card on file is not offered. If the card is declined, the customer is told — see Declined storage cards.

Send the statement

Send statement emails the customer their account statement as a PDF — "Statement for Storage #… from …" — and saves a copy on the tenant. "The statement was sent to …" confirms where it went.

The statement shows Bill To and From, the Previous Balance, the Account Balance and the Activity: each date, description, payment or charge, and balance.

Cards on file is on the Ledger too — see Autopay and cards on file.

If something goes wrong

• "There is no email address on this tenant, so nothing was sent." — add an email on Customer Details and save.
• "The tenant has no move-in date." — set Move In before pro-rating.
• "Do not have permissions to create online payment." — ask your admin for Can charge an online payment.
• "You do not have permission to change invoices." — ask your admin for Can edit an invoice.
• "The charge could not be saved." / "The payment could not be taken." / "The statement could not be sent." — the server's reason shows in their place when it gives one.