How to Generate a Tenant Activity Report

Overview

The Tenant Activity Report shows the full financial history of a lease over a selected period. It is also commonly called a tenant ledger, rental ledger, or tenant transaction history. This report is used for lease management, reconciliation, and responding to tenant queries.

How to Read the Report

Transaction Columns

Each row represents a financial transaction. Key columns include:

• Date – When the transaction was recorded

• Account – Charge account (e.g. rent, outgoings)

• Description – Description shown on invoices or credits

• Type – INV (Invoice), CRE (Credit), CSH (Receipt)

• Invoice # / Receipt # – System reference numbers

• From / To – Billing period covered

• Charged (Net/GST/Total) – Amount billed

• Received (Net/GST/Total) – Amount paid

• Receipt Total – Total receipt amount (shown once if split)

• Balance – Running balance after each transaction

Transaction Types

• Invoices (INV) – Rent or outgoing charges

• Credits (CRE) – Rent abatements or adjustments (shown in brackets)

• Receipts (CSH) – Payments received

• Cancellations – Reversals of receipts or allocations

• Allocations – Credits applied to charges (zero receipts)

Each transaction updates the running balance.

Invoices

Invoices show the charge details and the period billed.
Example: Monthly rent and car bay rent invoiced for a specific month.

Credits

Credits reduce charges and appear in brackets.
Example: A full rent abatement credit matching a monthly rent charge.

Cancellations

Cancelled receipts reverse a prior payment. The cancellation uses the same receipt number as the original transaction and adjusts the balance.

Allocations (Zero Receipts)

Allocations apply existing credits to invoices without receipting new funds.
They appear as two lines: a zero receipt and the cleared charge.

Receipts

• Single invoice: One receipt number applied to one invoice, balance updates accordingly.

• Multiple invoices: The same receipt number appears across several rows, with the total shown only on the final row.

Balance Column

• Positive balance – Tenant owes money

• Negative balance (brackets) – Tenant has a credit

Key Tips

• Use the report to reconcile receipts with trust bank statements

• Check From/To dates to confirm correct billing periods

• Confirm receipt numbers before cancelling transactions

• Share this report with tenants to clearly explain their account position

This report provides a clear, chronological view of all charges, payments, and adjustments for a lease.