Rent Roll Reference Guide

The ALIS Rent Roll is a robust and detailed billing report. You can customize the report to show you the current status of all units and rental history.

Use this guide to maximize your utility of the ALIS Rent Roll.

Customizable features include:

• Selecting which columns display
• The order in which they display
• Saving a specific view of the columns in the report that is different from how others choose to view it

There are currently two versions of the Rent Roll available, the newest being the most customizable. Contact ALIS Support to turn on the newest version.

Rent Roll Basics

You can access the Rent Roll from two different places:

• Billing menu > Reports > Rent Roll
• Reports > Billing section > Rent Roll

The Rent Roll contains three main tabs.

Summary

This shows us the list the community-level data points filterable by month. This makes it easy to compare the key metrics between the communities. You can click the grid icon on the right side to open the Report tab for one of the communities.

The totals here should be reconciled with the GL billed totals. A mismatch reflects incomplete settings in ALIS, or information that hasn't been properly imported into your GL from ALIS.

Read on for details about the Summary columns and how they are calculated:

• Community: This report breaks down all calculations per community.
• Total Units: The number of units is the number of beds on the community's floor plan.
• Gross Potential Rent: This is calculated by adding the market rates for all rooms on the community's floor plan. Read this article for more information about setting up the Floor Plan: How to Configure a Community Floor Plan.
• Rent: This is the total of all invoiced charges in the Rent category. You can verify that the appropriate billing items are set as Rent by looking at your Billing Item settings and make sure each is associated with the correct GL Account # and Category.*
  • Read this article for more information: How to add Billing Items in ALIS.
• Loss to Lease: This is a calculation of the difference between occupied unit market rates and the total rent invoiced.
• Loss to Vacancy: This is the total of all unoccupied unit market rates.
• Care: This is the total of all invoiced charges in the Care category. You can verify that the appropriate billing items are set as Care by looking at your Billing Item settings and make sure each is associated with the correct GL Account # and Category.* 
  • Read this article for more information: How to add Billing Items in ALIS.
• Other Income: All invoiced charges not classified as Rent or Care are totaled here.
• Adjustments and Concessions: This is the sum of all credits and discounts created during the period.
• Total: This is the total billed for the month, and should match the GL billed total.

*You can also verify your Rent and Care categories in the Report Configuration tab of the Rent Roll. The basic Rent and Care columns are here by default, and you can click the edit pencil icon on the right to verify the correct GL Account #s are set up.

Report

This tab gives us a customizable view of the rent roll details for an each specific community.

It is possible you are looking at an older version of the report.

• If you are set up with this older version, a default set of columns display in the report tab, and you can use the Report Configuration tab to adjust which columns are visible.
• We no longer make updates or improvements to this older version, and the new version contains many more benefits. To upgrade, contact us to turn it on and show you an overview of the improvements!

Old version of the Rent Roll Report:

New version of the Rent Roll Report:

In the newest version of the report, you can select the columns you want to see on your report, and customize the column order within the Report tab using the Columns button. Read this article for details about how the available columns are calculated when enabled on the report: Rent Roll Column Calculations.

You can do many basic spreadsheet functions in the report right in ALIS!

• Sort and filter the columns
• Drag and drop columns to re-order them
• Freeze columns and rows
• Extend the sizes of columns and rows

Click Save As and give your view of the table a name. It may make sense to name the view after yourself or your job title. This will then make it easy to select your view from the menu at the top left of the table, which will refresh the screen to display your columns order and sorting from last time.

Report Configuration

This allows us to choose which columns are visible on the earlier version of the report, and more importantly, set which GL Account #s are related to the different account types.

Sorting your GL Account #s into report column names is essential for the report to work. This is how ALIS can display income data based on your resident billing records.

The most common columns to track are all charges related to Rent and Care. All charges associated with Rent and Care can be associated with the GL Account #s in Billing Settings, and then the account numbers themselves are grouped for use in the Rent Roll.

For more information about Billing Settings and associating Billing Items to their GL Account #s, read this article: How to add Billing Items in ALIS

Set the Report Income Columns

To set the columns with each of your GL Account #s, click +Add Column. You can separate the columns within a group like Rent by name, based on the Room Type or Classification or perhaps the payer type. You can always edit which account numbers should be associated with your accounts, or delete a column later if needed.

ALIS will notify you here if there are Billing Items with no associated GL Account #s! If you see this notification, review your Billing Items in Billing Settings. 

At the bottom of this page is a similar section for your GL Account #s for Concessions. These are intended for your accounts for Discounts. Add here any concession accounts that are not revenue.

Related articles:

How to Audit Resident Occupancy

Monthly Billing with ALIS

Billing Settings