Rent Roll Reference Guide

The ALIS Rent Roll is a robust and detailed billing report that can be customized to meet your company's reporting needs. Use this guide to maximize your use of the Rent Roll.

Rent Roll Customization

Customization options include: 

• Select columns to display in the report.
• The order in which the columns display.
• Different configurations of the report based on viewer. 
• Custom export templates for the Rent Roll Summary (portfolio view). 

There are two available versions of the Rent Roll that your community can utilize. The newest V1.5 version contains the most customization options and is behind an entitlement that the ALIS team must enable.  For assistance enabling the entitlement, contact your Account Manager or our ALIS Customer Success Team.

Access the Rent Roll 

There are two ways in which you can access the Rent Roll:

• Click Reports at the top of your Dashboard, scroll to the Billing section, and then select Rent Roll.
• Use the Billing dropdown menu, click +Reports, and then select Rent Roll.

The Rent Roll report contains different tabs to help you configure and manage your reporting needs. Read below for details about what information each tab contains and the important functions within: 

Summary tab 

This tab displays a high-level overview of community data, filterable by month, making it easy to compare key metrics across your entire portfolio.

• Click the grid icon on the right side of a row to open the detailed Report tab for that specific community.

• To view data for current residents only, check the Exclude Applicants box and click Refresh.

• Important Note: The figures in the Total column should match your General Ledger (GL) billed totals. A mismatch typically indicates incomplete Billing Item settings in ALIS or data that has not been properly exported to your accounting software.

Column Definitions

• Community: The name of the specific community.
• Total Units: The total capacity (number of beds) configured on the community's Floor Plan.
• Gross Potential Rent: The sum of the Market Rates for all units on the Floor Plan (both occupied and vacant). Read this How to configure a community Floor Plan guide for more information on how to set up the Floor Plan.
• Rent: The total of all invoiced charges assigned to the Rent category. Ensure your billing items are associated with the correct GL Account # and Category* in your Billing Settings Read this How to Add Billing Items and Billing Settings guides for more information.
• Loss to Lease: The difference between occupied unit market rates and the actual Rent amount invoiced.
• Loss to Lease End of Month: The dollar difference between the Market Rate set for the unit and the End of Month Rent Charge. 
• Loss to Vacancy: The total Market Rate value of all unoccupied units.
• Care: The total of all invoiced charges assigned to the Care category. Ensure your billing items are associated with the correct GL Account # and Category* in your Billing Settings Read this How to Add Billing Items and Billing Settings guides for more information.
• Other Income: The total of all invoiced charges that are not classified as Rent or Care (e.g., incidentals).
• Adjustments and Concessions: The sum of all credits and discounts created during the selected period.
• Total: The final total amount billed for the month (should match the GL billed total).

*The accuracy of the Rent and Care columns depends on your GL mapping. You can also verify and edit these mappings in the Report Configuration tab of the Rent Roll by clicking the pencil icon to ensure the correct GL Account #s are associated with each category. 

Manage custom export templates 

The Rent Roll Summary tab offers the flexibility to create and manage unique templates for the 'Combined Sheet' exports. This allows you to customize the data layout to match your specific reporting needs and access these configurations for future use. 

1. To get started, locate the Export Combined sheet button on the Summary tab. Click the dropdown arrow and select Manage Templates.

2. On the Manage Templates page, you have full control over your export configurations:

   • Click Create New to configure a new template layout and save it for future use.

   • Make a Copy, Edit, or Delete any previously saved templates.

   • You can generate an export using the current month's data directly from this page by clicking the Export button next to a template.

Once a template is saved, it will automatically appear as a selectable option in the Export Combined sheet dropdown menu on the main Summary tab, allowing you to generate reports in your preferred format with a single click.

Report Tab

This tab provides a customizable, granular view of the rent roll details for the specific community selected.

ALIS currently supports two versions of this report:

• New Version: If you see a tab labeled Report alongside a tab labeled Report V1, and your 'Report' tab allows for drag-and-drop customization, you are using the newest version. 

• Legacy Version (V1): If you have a single Report tab with a static layout, you are on the older version. Note: We no longer release updates for the legacy version. If you are not using the new report, contact your Account Manager or our ALIS Customer Success Team. 

Old version of the Rent Roll Report:

New version of the Rent Roll Report:

Using the New Version

This Report tab functions like a dynamic spreadsheet, giving you full control over how data is displayed. 

1. Click the Columns button to select exactly which data points you want to display. You can enable or disable columns to fit your specific reporting needs. 

   • The available column list includes data points related to resident information, billing totals, and recurring monthly charges.

   • For a detailed definition of each data point, please refer to the Rent Roll Column Calculations guide. 

2. Interact with the report grid directly to organize your view:

   • Sort and Filter: Click column headers to sort data or apply filters.

   • Reorder: Drag and drop column headers to change their arrangement.

   • Resize: Click and drag the borders of columns or rows to expand or shrink them.

   • Freeze: Lock specific columns or rows to keep them visible while scrolling.

3. Once you have configured your columns, sorting, and layout, you can save the custom view for future use. 

   • Click the Save As button.

   • Name your view (e.g., "Director's View" or "Month-End Audit").

   • In the future, select this name from the View dropdown menu at the top left to instantly restore your preferred layout. 

Room Assignments in New Version

Room assignments appear for both current and moved-out residents. 

When viewing historical data, the most recent room assignment for a moved-out resident appears followed by (m/o) to indicate move-out status. If a resident had no room assignment during the reporting period, the field remains blank.

Report Configuration Tab

This tab controls how financial data is organized on your Rent Roll. It allows you to group specific General Ledger (GL) Account numbers into readable columns (such as "Rent," "Care," or "Level 1 Fees").

The most common columns to track are all charges related to Rent and Care. Sorting your GL Account #s into report column names is essential for the report to function. This mapping tells ALIS exactly which billing records should be counted toward your Rent totals versus your Care totals.

Ensure your Billing Items are already associated with GL Account #s in Billing Settings. For more information, please read the How to add Billing Items guide.

Set Income Columns

To configure how revenue displays on the report:

1. Click +Add Column. 

2. In the pane that opens to the right, enter the Column Display Name. As you type, the search bar will display existing column names used across your company portfolio.

   • Select an existing name whenever possible. This ensures consistent reporting across multiple communities and reduces setup errors.

3. Select the specific GL Account #s that belong in this column. You can group multiple accounts (e.g., grouping different room types under a single "Room & Board" column).

4. Click Create Column to save. You can edit the associated accounts or delete the column later if needed.

ALIS will display a notification if there are Billing Items that have no associated GL Account #s. If you see this alert, you must update your Billing Items in Billing Settings to ensure that revenue is captured on the Rent Roll.

Set Concession Columns

Located at the bottom of the page, this section functions identically to the Income section but is intended for non-revenue accounts, such as Discounts or Credits. Add any GL accounts related to concessions here.

Copy GL configurations  

Once your Income and Concessions columns are configured, you can copy these settings to other communities in your portfolio to save time and standardize Rent Rolls.

1. Simply multiselect the lefthand checkboxes on the settings table, and click the Copy To button.

2. In the pane that opens to the right, use the Communities dropdown menu to select specific communities (or Select All) to receive the configuration. 

3. Click Copy. 

As noted in the blue informational alert on this pane, settings will be overwritten if a column in the destination community has the same name as one being copied over. The specific GL Account numbers being copied must also already exist in the receiving community's Billing Settings. If the GL number does not exist there, the copy will fail for that item. For assistance with your GL configurations, contact your Account Manager or our ALIS Customer Success Team. 

Rent Roll Audit History 

Administrators can track changes made to the Rent Roll configurations (such as adding, editing, or deleting columns) at both the community and company levels.

Community Level Audit 

This view shows granular details, including which specific GL Account #s were changed, the timestamp, and the staff member responsible.

1. Go to the Dashboard dropdown menu and select Communities.

2. Click on the name of the specific community.

3. Scroll down to the Audit History section at the bottom of the Community Details page.

Company Level Audit 

This view provides a high-level summary of which communities' Rent Rolls have been updated.

1. Go to the Dashboard dropdown menu and select Communities.

2. Click the Company tab.

3. Review the Audit History to see the timestamp and user associated with updates across the portfolio.

Related articles:

• Rent Roll Column Calculations
• How to Audit Resident Occupancy
• Monthly Billing with ALIS
• Billing Settings
• How to add Billing Items in ALIS

For more assistance with the Rent Roll,

Contact our ALIS Customer Success Team:

 888.404.ALIS (2547) or support@go-alis.com