Senior Living Communities

Rent Roll Report *NEW* 

The Rent Roll Report New provides a comprehensive view of move in and occupancy information for your community. Using 1 report, you can analyze actual revenue, and forecast accurate monthly occupancy and revenue. The Rent Roll Report New includes:

  • Living Unit Status

  • How living units are rented.

  • Actual and potential occupancy based on how living units are rented. 

  • Marketing incentives, if you track limited-time marketing promotions separately from ongoing, contractual discounts. For more information, see Managing Charge Adjustment Codes.

  • Occupancy, services and charges for Moved Out residents. Information is based on the stop billing date.

  • Potential and actual revenue for your entire organization. Report output options at Management Console are:

    • PDF - Provides only community summary and grand totals for all the communities selected. Report filter options you selected appear on the last page.

    • CSV - Provides resident and living unit details. To help you filter pertinent data, if you include marketing incentives, service package charges, or recurring charges, you can select the charges to include for each charge type. Only charge codes in use in the communities selected appear in each list. For example,

      • Your summer marketing promo ended September 30.

      • You run the report for the month of September.

      • The summer promo appears in the marketing incentive list.

      • You run the report for the month of October.

      • The summer promo does not appear in the marketing incentive list.

  • Security deposits posted in cash receipt batches. You must set up Default Security Deposit Payer and Security Deposit Required. For more information, see Setting Up Security Deposits Quick Reference Guide.

Note

To report admission and occupancy information, you must enable Enforce Max Weight Per living unit in A/R Configuration. Depending on the features your organization requires, some setup is required in living unit listing. For more information, see Managing Living Unit Listing.

The Rent Roll Report *NEW* shows who is living in each living unit on a given date. You can report based on an effective date, living unit type, and status. 

  • Market Rate is the rate in Payer Rules and Rate schedules.

  • Rates appear in Market Rate for Companion locations if a rate schedule exists for the Default Private Payer selected in A/R Configuration.

  • Actual Rate is the rate in resident census and rates and can be a custom rate. 

  • Move In Date is from census; move out date is the Estimated Move Out Date in resident demographics.

Living Unit status depends on the status of the beds in the living unit. The bed status is determined by the census action type, census status type, and lease start and lease end dates:

  • Occupied - The bed is assigned to a resident.

  • Available - The bed is active and is not assigned to a resident.

  • Rented & Vacant - The bed is active and rented, however the resident is not physically occupying the bed. For example, the resident reserves the bed before the planned move in date.

  • Occupied, Planned Move Out - The bed is active and assigned to a resident, and the resident demographics has an estimated move out date.

  • Inactive - The bed is taken out of service and not available.

On the PDF version, if the living unit is occupied part of the month and unoccupied on the last day, Resident(s) is blank, Status is available, and available and occupied number of days appear. In the example below: 

  1. Living Unit 101 is occupied part of May and is empty on the last day of May.

  2. In living unit 100:

    • A resident occupied bed A in the living unit on 5/1/18 and moved out with a stop billing date of 5/10/18, resulting in 9 days occupancy.

    • Gail Minsi moved in to bed A on 5/20/18 resulting in 12 days occupancy.  

    • Total occupied days is 9 + 12 = 21 and available days is 10.

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If a resident changes living units during the month, all resident information and charges for the entire month appear on the line for the new living unit. Available and occupied days appear for the original and the new living unit.

If you include moved out residents, resident details, occupancy and actual revenue appears for the period. To assist you with accurate forecasting, Monthly Forecast is blank. 

At Management Console, depending on the amount of data requested, creating the report can take some time. The report generates in the background, allowing you to continue working while the report is created. An indicator appears while the report is generating. When the report is complete, the report appears in the list of generated reports for you to download. If a report is already generating and you run another report, your report is added to the run queue. 

In the example below, Jule Adler moved out on 5/1/2018. Kimberli Bartels moved in the same living unit on 5/20/2018. All available fields are not shown in this example.

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Item Number

Item Name

Description

1.

Resident Status

Appears only if you include moved out residents. Current residents have Active status. If the bed is empty, resident status is blank.

2.

  • Deposit Required

  • Deposit Received

  • To avoid overstating forecast revenue, amount appears only for active residents. 

  • Appears for all residents, if applicable.

3.

  • Actual Move Out

  • Based on Stop Billing date in census. Appears only if you include moved out residents.

4.

Total Stay

Number of days a resident occupies the room during the month. Appears for active and moved out residents.

5.

  • Unit Status

  • Bed Status

Status is based on the last day of the month and appears for all residents.

6.

  • Available Days

  • Occupied Days

  • To avoid overstating forecast occupancy, days appear only for active residents.

  • Appears for all residents. 

7.

  • Market Rate

  • Actual Rate

To avoid overstating revenue forecast, monthly amounts appear only for active residents.

8.

  • Unit Charges (May 2018)

  • Service Package Level 1 (May 2018)

  • Phone Service (May 2018) 

Actual charges for the month appear for all residents for unit, service packages and recurring charges.

9.

Total (May 2018)

Appears for all residents and includes actual month charges for living unit, Service Packages, and recurring charges.

10.

Monthly Forecast

Appears for only for active residents. Includes monthly Unit, service package and recurring charges.

To manage the list of generated reports, all reports are deleted daily at 03:00 EST. To have your report available, you must download and save your report to another location before 03:00 EST. If you do not save your report, to see it the next day, you must set up report options and run again.

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  1. Do one of the following: 

    • Billing > Reports > Rent Roll Report *New*.

    • Multi-community: Management Console > Reporting > Financial Reports > Rent Roll Report *New*.

  3. To print the report at Management Console:

    2. When the report is available, click Generated Reports.

    3. Download the report.