Invoicing section will manage the creation of invoices, receipts and refunds. Some further invoices will also be managed from this section. From the Sub Menu Heads of LMS, select Invoices and a list view of generated invoices will be available.

The list view screen of invoice listing gives options to add new Rent, Maintenance, Receive Invoice, make Credit Note or Refund Deposit. Import data from previous systems used in entity and generate reports in different formats of recorded items, along with a detailed tabular form of listed invoices. This list view included all invoice information such as ID and invoice type, invoice date, description, status, net amount, action also selected all possible information. On above screen, Edit, view, Export Excel, Print, Export in PDF options will appear.

Rent Invoice:

When lease agreement is created then its reciprocal periodic rent invoices are also generated. These invoices are created to receive rent against a particular agreement. A rent invoice would be presented to or mailed to a tenant once their rental property payment is received.

Multi period invoices can be created i-e to receive rent in advance. Any fine applicable due to late payment will be self calculated based on the details entered in Lease Agreement.  Periods for which invoices has been generated won’t give any record of due invoices.

Adding Rent Invoices:

Field definition table of above form are as under:

Field Name Condition Field Definition
Entry Date

*

Entry date shows by default which can be changed
Lease Agreement

*

Enter lease agreement from the list
Building Building name will be fetched from agreement
Unit If it’s a multi-unit building, then the unit name will also be fetched from agreement
Owner

Owner’s name will be populated from agreement on selection
Tenant

Just like the owner’s name, tenants name will be populated from agreement on run time.

Frequency

*

The least tenure/gap between two periodic invoices, fetched from agreement.
From/To Date

*

Date filter to add a period to generate invoices for.
Run invoice

*

Click option to run invoices of selected above filters.
Save

*

Click save option

Receive Invoices:

Receive invoice, is a commercial document issued by a seller to a buyer, relating to a sale transaction and indicating the products, quantities, and agreed prices for products or services the seller had provided the buyer.

To receive the payments of generated invoices, Receive Invoice is opted. It gives the option to receive the individual or multiple invoices on basis of Lease Agreement. Maintenance Invoice and any token or deposit t be received can be received from here just by entering the agreement number.

Adding Receive Invoices:

Field definition table of above form are as under:

Field Name Condition Field Definition
Lease Agreement

*

Select lease agreement from list to get a list of its unpaid invoices.
Tenant Tenant whose agreement is prepared, his name will be auto populated from agreement.
Owner Building’s owner name will be fetched on selection of agreement.
Building Building name will be fetched from agreement.
Entry Date Entry date shows current date by default and can be changed.
Total Amount Sum of all selected invoices will be shown here.
Description Add any detail to this receipt.
Post Click post option to save receipts and post accounting entries.
Cancel To close window and no record will be saved.

Refund Deposit:

In order to refund the initial deposit i-e security money of the lease agreement, Refund Deposit is used. Any unpaid amount will be offset against the security amount first and if any further deduction is required it can be made and the remaining amount can be refunded to tenant. If the outstanding amount is greater than the security amount then this amount will be settled against invoice on the basis of creation date/charge month. Those invoices will be offset against this amount and if still any amount is left to be paid, it can be received through Receive Payments.

Adding Refund Deposit:

Field definition table of above form are as under:

Field Name Condition Field Definition
Lease Agreement

*

Select the lease agreement from the list
Building Building name will be fetched upon selection of agreement
Lease Agreement Validity The date till the lease agreement expires, populated from agreement
Owner

*

Owner name by default
Tenant By default tenant name show
Refund Date Select the date of creation of this Refund Deposit
Description Any detail regarding this particular deposit/security refund.
Deduction Input numeric field to enter the deduction amount from total deposit
Post

*

Click post option