For our Asia-Pacific customers, the term "Trust Account" is used, while European customers refer to it as "Client Account". It's important to mention that the Client/Trust Accounting functionality does not apply to customers in North America. For APAC users, the term "Tenancies is used, whereas the term "Leases" is used for North America. For further information on regional terms, check out our Glossary of Regional Terminology.
This article is designed to help you navigate and utilize the Invoice Details and Payments report effectively. This report provides a detailed transactional breakdown of invoices and payments within a chosen date range, tailored by filtering options to suit your specific requirements. It’s an invaluable tool for financial period closing and auditing purposes. By the end of this guide, you'll be confidently using this report to analyze your financial data.
What is the Invoice Details & Payments Report?
The Invoice Details & Payments report is a comprehensive record that compiles line items on invoices issued in a specified time frame. The report also includes applied payments or credit notes. It's customizable, allowing you to select specific owners or ledgers and include transactions from archived records if needed – ideal for year-end reviews or regular financial checks.
Accessing the Report
To access the Financial Summary Report:
- Go to the main Reporting menu.
- Select the General option.
- Click into the Invoice Details and Payments Report (Client/Trust Accounting) under Financial.
Customizing Your Report
To ensure the report provides the information you need, you can set various filters:
- Report For: Choose the company or companies to report on, filtered by type.
- Account Types: Select the accounting category for the line items to include.
- Status: Filter by the invoicing status you want to review.
- Date Filter Applied To: Decide whether your date range applies to invoice issuance or payment dates.
- Start/End Date: Choose your date range for invoice issuance to be included in the report.
- Transaction Types Included: Filter to see invoices, credit notes, or both.
- Run Report By: Select whether to report by owner or ledger for Trust Accounting Companies; Owner or Property for Non-Trust Accounting Companies.
- Bank Account: Choose the bank account for which to run the report.
- Include Archived Ledgers? (Trust Accounting only) Decide if archived ledger transactions should be part of your report.
- Property, Tenancy, and Owner Tags to Include: Filter by specific tags you've assigned.
- Property Managers to Include: Tailor the report to only include transactions managed by certain property managers.
- Owners/Ledgers/Properties to Include: Focus the report on selected owners, ledgers, or properties.
Report Customization Options
Enhance your report's utility by including additional data columns, and specify the arrangement of the report through sorting and ordering options.
Generating Reports
With your filters set, you have a couple of options:
- Generate the report for immediate viewing by selecting Generate Report on Screen.
- To obtain a copy file, Download as CSV or PDF (Portrait / Landscape), respectively.
Invoice Terms Exampled
The list below outlines the columns that are included in the report and the information displayed in each one.
| Column Name | Description | Optional |
| Issue Date | The issue date on the invoice | No |
| Created Date | The date the invoice was created/generated | Yes |
| Due Date | The due date on the invoice | No |
| Service Date | The budget period the invoice is attributable to | Yes |
| Invoice | The unique invoice identifier number | No |
| Credit Note | The unique credit note identifier number | No |
| Reference | The reference on the invoice or credit note | Yes |
| Ledger | The ledger assigned to the line item on the invoice | No |
| Property Manager | The property manager of the related property on the invoice | Yes |
| Related Property | The related property selected on the invoice | Yes |
| Area Occupied | The area/s occupied by the related tenant selected on the invoice | Yes |
| Related Tenancy | The related tenant selected on the invoice | Yes |
| Contact | The name of the related contact selected on the invoice | Yes |
| Description | The line item description | No |
| Account | The account assigned to the line item | No |
| Net Amount | The Net Amount on the line item | No |
| GST Rate | The GST Rate assigned to the line item | No |
| GST | The amount of GST charged | No |
| Gross Amount | The gross amount charged on the invoice | No |
| Date Paid/Allocated | The date a payment was made or a credit note allocated to the invoice | Yes |
| Date Payment/Allocation Processed | The date a payment or credit allocation was processed against the invoice | Yes |
| Amount Paid/Allocated | The amount paid or allocated to the invoice |
No |
| Outstanding | The outstanding amount still to be paid | No |
| Status | Approved or paid | Yes |
| Emailed? | Has the invoice been emailed? (Yes or No) | Yes |
| Source | The type of transaction (e.g. Income Invoice, Income Credit Note, Expense Invoice, Expense Credit Note) | Yes |