Financial Reporting and Owner Statements - Expenses and Extras Follow
How to manage your expenses and extras?
The expenses and extras management allows you to enter and track any expenses or additional sources of income outside the rental activity.
This article will cover the Expenses and Extras in:
- Expenses and Extras (in Financial Reporting)
- Owner Statements
- Reservations
- User Permissions
- Public API
Expenses & Extras section
In Financial Reporting, you will find a new tab called Expenses & Extras.
There, all the existing expenses and extras found inside existing owner statements will appear. Any other new expense will also appear there.
Columns and Filters
By default, we show the most interesting columns, but there are more.
Columns can be dragged & dropped and ordered.
The selection of columns and filters will be stored in the browser, so you will see the same when you come back to this section. This means other Users will not see the same selected columns.
The filters are:
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Concept (text)
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From and To of the expense&extra date
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Categories: Help to track expenses and extras
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Listings
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Reservations
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Owners: recently added; it is possible to assign an expense (for instance a property management fee) to an owner
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Owner statements
Actions
The possible actions are:
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Add expense: Values can be negative (generally expenses) and positive (generally extras). These expenses or extras will appear in Owner Statements when a new statement is created, filters are changed there or a manual refresh is requested, and only if Date + Listing or Date + Owner match the Owner Statement
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Attach a file
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Edit
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Duplicate
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Delete
None of the actions done in this section will automatically update existing owner statements. However, opening an owner statement will invite you to do so if we detect that a compatible expense was added or an existing one (in the OS) was edited or deleted.
Download Report
This option will generate a CSV file. As usual, you can filter the results if you want before downloading it.
Importing Expenses and Extras
We added an option for bulk-importing expenses and extras, so you can register them in a separate spreadsheet and easily add them to our system.
Here you can find the template - It is important that:
- You respect the column names
- Fill all mandatory fields
- Use comma-separate format
- Respect the format
In the Owner Statements
From now on, Owner Statement will auto-populate the Expenses and Extras section and table (and thus, affect the Owner statement Total) based on 2 conditions:
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Listing + date: The date and the listing need to be part of the owner's statement
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Owner + date: The date and the owner need to be part of the owner's statement
For existing owner statements, we will keep them as they were. We keep them as a “snapshot”, even if they were not compliant.
But from now on, when you update a statement (filters, assigned owners), we will apply Expenses and Extras that match the Owner Statement.
In addition, any time you open a statement, we’ll check if there is any discrepancy between the saved statement and the main table.
There it is possible to update:
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Only rental activity
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Only selected expenses&extras
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Recently added
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Recently deleted
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Recently edited (it will show what changed)
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All (also possible outside)
- Creation is the only action that pushes data to the main table
- Editing (including attaching etc.) doesn’t, it stays in the OS
Sometimes, you might want expenses only for accounting purposes but don't want them included in the owner statements. In these cases, it is possible to Hide them, and they will be excluded.
They can be recovered by clicking on “X expense(s) hidden”
The expenses and extras table now allows selecting columns, giving more customization options
In Reservations
We added a sub-section in reservations to reflect any related expenses
A financial field can also be found there. It can be used to operate or show in financial reporting when needed
User Permissions
The highlight here is that we added a specific set of permissions for Expenses&Extras. To see the section, view permissions for expenses&extras will be needed.
Also to operate with them (create, edit etc.) inside owner statements. So some users (accountants, assistants etc.) may need this permission after this new functionality is launched.
If a user has access to view owner statements, he will still see the section.
View
- New, Save, and Refresh buttons are absent
- Filters are inactive
- Data section is inactive
- Summary section doesn’t have an Edit button
- Rental activity section. Per listing/reservation dropdown is inactive; the Dropdown for choosing columns is absent
- Expenses and extras section. The rows don’t contain the Hide button
- Attachment section doesn’t contain an upload area with a Browse button; Attachments don’t have red crosses
- Grand total section is inactive except +/- button near the Expenses and Extras point; Add button is absent
- Diff popup is absent
- The hidden expenses button is absent
View + Modify
- New, Save, and Refresh buttons are present
- Filters are active
- Data section is active
- Summary section has an Edit button
- Rental activity section. Per listing/reservation dropdown is inactive; the Dropdown for choosing columns is present
- Expenses and extras section.
- Attachments section contains an upload area with a Browse button; Attachments have red crosses
- Grand total section is active; Add button is present
- Diff popup is present
- The hidden expenses button is present
View + Modify + Create
- New, Save, and Refresh buttons are present
- Filters are active
- Data section is active
- Summary section has an Edit button
- Rental activity section. Per listing/reservation, dropdown is active; Dropdown for choosing columns is present
- Expenses and extras section.
- Attachments section contains an upload area with a Browse button; Attachments have red crosses
- Grand total section is active; Add button is present
- Diff popup is present
- The hidden expenses button is present
View + Modify + Create + Delete
- New, Save, and Refresh buttons are present
- Filters are active
- Data section is active
- Summary section has an Edit button
- Rental activity section. Per listing/reservation, dropdown is active; Dropdown for choosing columns is present
- Expenses and extras section.
- Attachments section contains an upload area with a Browse button; Attachments have red crosses
- Grand total section is active; Add button is present
- Diff popup is present
- The hidden expenses button is present
Expenses and extras management (in OS)
- View: Expenses and extras section doesn’t contain Edit, Duplicate, and Add buttons; It contains only attachments if they are present
- View + Modify: Expenses and extras section doesn’t contain Duplicate and Add buttons and contains the attachment button for every row
- View + Modify + Create: Expenses and extras section contains Edit, Duplicate, and Add buttons and contains the attachment button for every row
- View + Modify + Create +Delete: Expenses and extras section contains Edit, Duplicate, and Add buttons and contains the attachment button for every row
Public API
We added support to the public API. Now it will be possible to:
- Retrieve the expense and all the data it contains
- Update the expense and any data that can be updated via the dashboard: concept (mandatory), category (if we don’t have that category, it will create a new one), date (mandatory), reservation, listing (listing will correspond to the one from the reservation if not provided), owner email and id, amount
- Delete any expense
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