TABLE OF CONTENTS


Overview of Transactions 

Transaction Types determine how money moves, how income/expenses are categorized, and how PropertyBoss allocates funds across Property, Unit, Owner, and Profit & Loss accounts. These transactions are used only when a charge or credit applies to the property or unit itself, not a specific lease. Examples include:

  • Property‑level maintenance
  • Owner‑charged expenses
  • Laundry/vending income

When managing for third‑party owners, the Property/Unit register balance reflects the management company’s income/expense for each property.


Property & Unit Transaction Types 

Below are all transaction types available for Property & Unit accounts, rewritten in a simplified, modern, training‑friendly format but using original text verbatim.


Balance Adjustment 

Used to directly adjust a Beginning Balance or Balance Forward situation. Commonly used during:

  • Initial system setup
  • Migrating from another software
  • Because this bypasses standard accounting flows, only supervisors should perform balance adjustments.


Charge to Owner 

A charge billed to the owner for expenses tied to a property or unit. Typical uses:

  • Lawn/landscaping services
  • Advertising fees
  • Repairs paid out of owner funds


Key properties:

  • Unlimited custom Charge‑to‑Owner transaction names may be created.
  • These transactions cannot include maintenance surcharges.


Charge to Profit & Loss 

Records an expense to the management company, not the owner. Used most commonly in self‑managed portfolios. Examples:

  • Company‑paid repairs
  • Company‑absorbed utility costs
  • Not used often when managing for third‑party owners.


Credit to Owner 

Records income owed to the owner that is not tied to a tenant/lease. Examples:

  • Common area rental
  • Pool guest fees
  • Laundry or vending income credited to the owner
  • Unlimited Credit‑to‑Owner transaction names may be created to aid reporting.


Credit to Profit & Loss 

Records income to the management company at the property/unit level. Examples:

  • Vendor rebates
  • Vending machine revenue (manager’s portion)
  • Credit memos
  • This income is reflected in Property P&L reports.


Maintenance Paid by Owner 

A subtype of Charge to Owner used specifically for maintenance expenses, supporting maintenance surcharges.


How it works:

  • The maintenance expense is billed to the owner.
  • A surcharge percentage (defined on the Property → Owners tab) is automatically calculated and posted as income to the management company.
  • The surcharge can be overridden or removed per transaction.


Example:

  • Invoice: $325 for water heater replacement
  • Surcharge: 5% = $16.25
  • Owner total billed: $341.25
  • $325 → vendor bill in Checking
  • $16.25 → management company income


Owner Revenue 

Records income received for the property that is passed through to the owner. Examples:

  • Laundry collections
  • Facility usage fees
  • Common area income


Property Revenue 

Records income received for the property that stays with the management company, not the owner. Examples:

  • Vending machine income
  • Guest fees
  • Any revenue designated for management company retention


Note (Non‑Financial) 

Notes track non‑financial activity, such as:

  • Phone call log
  • Maintenance follow‑up
  • General property communication
  • These appear in the register but do not impact balances.


Best Practices for Property/Unit Transactions 

Best Practices for PMs:

  • Use consistent naming conventions (“Maintenance – Plumbing,” “Maintenance – Electrical,” etc.)
  • Separate Owner vs. P&L income (mis‑classifying affects owner revenue reports, PM P&L performance, year‑end tax statements)
  • Use Maintenance Paid by Owner wisely (only when management is allowed to charge a maintenance markup)
  • Activate Notes for operational tracking (audit protection, vendor communication history, owner dispute resolution)


Lease‑Level Transactions 

Lease‑level transactions include:

  • Rent Due
  • Lease Charges
  • Lease Credits
  • Deposit charges
  • Payments
  • Subsidy split transactions

These appear in the Lease Register and are tied directly to tenant activity, rent posting, AutoPost, late fees, recurring charges, and move‑outs. (Included verbatim from lease sections.)


How AutoPost Interacts With Transactions 

AutoPost processes:

  • scheduled transactions,
  • recurring charges,
  • rent,
  • owner distributions,
  • fees.


When a lease start date is before today, PropertyBoss prompts to post rent immediately:

  • Yes → Posts rent into the register
  • No → Adds the charge to PropertyBoss Today → AutoPost


AutoPost preview includes :

  • Late Fee Date
  • Transaction source
  • Initial Late Fee
  • Other Late Fees
  • Paid Thru
  • Last Late Fee Date
    • Late fees cannot be deleted in AutoPost; use $0 Late Fee or Waive Late Fee note.


Viewing Transaction History 

The Transaction History window shows a complete, graphical audit trail for any transaction. PMs use this to verify:

  • Payment allocations
  • Rent distribution to Owner vs. P&L
  • Change logs and edits
  • Journal entries for accounting audit


What the Transaction History Displays 

1. Line‑by‑Line Source Tree: Each transaction expands into multiple lines:

  1. Source transaction (e.g., Tenant Payment)
  2. Charge it was applied to (e.g., Rent Due)
  3. Distribution across accounts (Owner, Management Income, etc.)


Example: A $990 tenant payment applied to rent:

  • $99 → Management Income
  • $891 → Owner distribution


2. Applied Tab: Shows which charge(s) the payment was applied to and in what amount. Useful for corrections.


3. History Tab

  • Transaction metadata (entered by, last updated by, date/time stamps)
  • Accounting interface history (if integrated)


4. Change Log: Shows every change made:

  • who changed it,
  • when,
  • what changed (amount, payee, date, etc.).


Critical for:

  • internal audits,
  • charge disputes,
  • team accountability.


5. Taxes Tab: Breakdown of sales tax calculation.


6. Journals Tab: Displays the journal entry for accrual & cash‑basis accounting. Example:

  • Debit: Undeposited Funds
  • Credit: Prepayments


7. Print Button: Used to print the transaction history for audit files or owner disputes.


Rent Changes (View / Implement) 

Purpose: The View Rent Changes tool allows PMs to:

  • Review all upcoming scheduled rent changes
  • Apply (implement) rent changes early so AutoPost posts the correct rent
  • Prevent posting old rent amounts before scheduled increases take effect


How to Access: PropertyBoss Today → Scheduled → Actions → View Rent Changes


How to Use It


1. View Scheduled Rent Changes

  • Enter the View‑changes‑through date
  • Press Tab to refresh the list
  • All leases with scheduled rent changes through that date will appear


2. Implement Scheduled Rent Changes

  • Enter the Implement‑through date
  • Click Implement Changes
  • A “Rent Changes made Effective Today” report is generated automatically if any changes were applied


Important Concepts
“Viewing vs. Implementing = Independent”

  • You may view 2–3 months of future scheduled changes,
  • Implement only next week's or next day's changes.


Transfers (Balance, Deposit, Multi‑Unit) 

The system automates tenant transfers between units by posting:

  • Deposit Return (Credit SD to Lease)
  • Transfer to New Unit (deposit portion)
  • Transfer to New Unit (balance portion)
  • Reversal of Rent Due
  • Prorated Rent Due
  • New Rent Due
  • New Security Deposit (based on Def‑Deposits)

Balance Transfer Logic: Any unpaid charges or credits are automatically moved using Transfer to New Unit transactions.


PM best practices:

  • Verify Security Deposit handling
  • Audit proration
  • Review residual credits
  • Confirm new lease defaults (Deposits, Terms)


Bills Paid By Tenant 

This module explains how to charge a tenant for repair/vendor bills using Accounts Payable workflows. PMs can charge the tenant:

  • Select Lease
  • Choose Charge to Resident transaction
  • System can auto‑calculate maintenance surcharge


A/P History tab displays:

  • Journal activity
  • Bank details
  • Void flags
  • User timestamps
  • Perfect for internal audits and vendor dispute resolution.


Reporting Tools Related to Transactions 

Transaction‑related reports include:

  • A152 Lease Account Status
  • A154 Lease Rent Changes History
  • A574 Open Transactions Report
  • A576 Open Charges Detail Report
  • A578 Accounts Receivable Report