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This guide has been reviewed against our global client base and classed as relevant to the following regions: UK, APAC, UAE

This page provides a summary of the landlord statement options available - including specific notes on the Separate property statements option 

In the Landlord Statement screen, Statement Options are found at the top:

By date

One statement will be produced listing all transactions for all of the landlords properties, in date order.


Collated property statements

The landlord will receive statements for all properties on the same PDF. If statements are sent by email the landlord will receive one email, with one PDF statement.

Pre version 12.112, Collated property statements were named Individual property statement

Separate property statements (or per property statements) - as outlined here

A statement will be created as a separate PDF for each of the landlord's properties. If the landlord receives statements by email, each property statement will be sent on an individual email.

When enabled, the end of financial year statements (outlined here) will also be produced per property and on separate PDFs, see notes below.


 If switching from another layout to separate property statements - read these notes

When switching from another layout to Separate property statements, you will be prompted to carry on from the last statement number or start from number 1. It is recommended to continue from the last statement number, to maintain consistency for your landlord, and make it easier to refer to past statements.

 Creating statements

When generating separate property statements, the PDF name will include the property address. For owners that have multiple properties, this allows easy identification of statements.

 End of financial year statements/income and expenditure report

The Income & Expenditure report will use the statement layout set against the landlord.

If separate property statements are set, an end of financial year statement will be created on a separate PDF for each property. If any other statement layout is set, the end of financial statement produced for the landlord will be for the total of all properties.

When generated during the income and expenditure run, the date of the last report is stored. This date is available as a column in the income and expenditure run and can be used to identify landlords that have not had their report sent.

 Troubleshooting
 How do I know which statement a transaction appeared on?
  • Double-click on the transaction
    The statement number will appear
  • If there is a statement code displayed, this will indicate that this transaction is on a Separate property statement
  • If the statement number is zero, check the allocations tab - this will show you all of the individual allocations - some of these may appear on different statements and the statement number will appear next to each individual allocation
  • If all statements are set to zero, the transaction has not yet appeared on a statement


 I can’t enable per property statements
  • If Group payments are enabled, separate property statements will not be allowed
  • After setting Statement Layout to Separate property statements, you will be prevented from saving the landlord record and will see this message:

  • To enable Separate property statements, from the Landlord Financial Details screen, un-tick Group property payments


 I can’t group payments per property
  • If Separate property statements are enabled, Group payments will not be allowed
  • To enable, set Statement Layout to Grouped/Sorted by property


 The Landlord Statement has not been generated in the Landlord Statement Run
  • The Landlord Statement Run will check for any transactions that are not linked to a property
  • If such transactions are found, the statement will not not be generated and a yellow warning sign will appear
  • Hold the mouse over the warning sign to see a reason


Grouped/Sorted by property

All of the transactions due to appear on the statement will be grouped by property, but will appear on a single PDF. The opening and closing balance will represent to the total for all properties.

This should be used in conjunction with Group property payments (set in the Landlord Financial Details screen)


Send when net payment is zero

When the Send when net payment is zero box is ticked, each time there is a movement of money processed on the landlord, a statement will be produced. This includes all zero payments, such as using a float to pay a supplier invoice.

When the Send when net payment is zero box is un-ticked, the landlord will receive a statement when a payment has been made to them. Or, when income such as rent or a landlord receipt has been used to pay invoices, resulting in a zero payment. Paying an invoice from float will not produce a landlord statement.


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