Noah Patel
Running a rent roll in Yardi Voyager is a critical task for property managers and real estate professionals, as it provides a comprehensive overview of rental income, lease details, and tenant information for a specific property or portfolio. This process involves navigating through Yardi Voyager’s user-friendly interface to access the rent roll module, where you can filter data by property, unit, or lease status, and customize reports to meet specific needs. By mastering this functionality, users can efficiently track rental payments, identify delinquencies, and ensure accurate financial reporting, ultimately enhancing operational efficiency and tenant management. Whether you’re managing a single property or a large portfolio, understanding how to run a rent roll in Yardi Voyager is essential for maintaining financial transparency and making informed decisions.
| Characteristics | Values |
|---|---|
| Purpose | Generate a detailed report of all rental units, tenants, and lease information within a specific property or portfolio. |
| Navigation | 1. Log in to Yardi Voyager. 2. Navigate to the "Reports" module. 3. Select "Rent Roll" under the "Property Management" or "Leasing" section (location may vary depending on system setup). |
| Date Range | Specify the desired date range for the report (e.g., current month, quarter, or year). |
| Property Selection | Choose the specific property or properties to include in the rent roll. |
| Report Options | Customize the report by selecting:
|
| Output Format | Select the desired output format (e.g., PDF, Excel, or on-screen display). |
| Report Generation | Click "Run Report" or "Generate" to create the rent roll. |
| Key Data Points | The rent roll typically includes:
|
| Frequency | Rent rolls can be run on-demand or scheduled for automatic generation at regular intervals (e.g., monthly, quarterly). |
| User Permissions | Access to run rent rolls may be restricted based on user roles and permissions within Yardi Voyager. |
| System Requirements | Yardi Voyager software with the "Rent Roll" report feature enabled and configured. |
| Latest Update | As of October 2023, Yardi Voyager continues to update its reporting features, ensuring compatibility with the latest industry standards and user needs. |
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What You'll Learn
Setting up Rent Roll Parameters
To effectively set up rent roll parameters in Yardi Voyager, begin by accessing the Rent Roll Setup module within the software. This module is typically found under the Reports or Property Management menu, depending on your system configuration. Once inside, locate the Parameters section, which allows you to define the criteria for your rent roll report. Here, you’ll specify details such as the date range for the report, whether to include vacant units, and how to handle prorated rents. Ensuring these parameters are accurately set is crucial for generating a precise and relevant rent roll.
Next, define the property or portfolio scope for the rent roll. Yardi Voyager allows you to run the report for a single property or multiple properties within a portfolio. Select the appropriate properties by checking the corresponding boxes or using filters to narrow down the list. If you manage a large portfolio, consider using the Group by Property option to organize the data more effectively. This step ensures that the rent roll includes only the units and properties you intend to analyze, avoiding unnecessary clutter in the report.
Another critical parameter to set is the rent calculation method. Yardi Voyager offers options such as gross rent, net rent, or rent inclusive of additional charges like utilities or parking fees. Choose the method that aligns with your reporting needs. For example, if you’re preparing a report for financial stakeholders, gross rent might be the preferred option. Additionally, specify how to handle concessions, discounts, or abatements to ensure the rent roll reflects the actual income accurately.
Customization of the report layout is also part of setting up rent roll parameters. Yardi Voyager allows you to select which columns to include in the report, such as unit number, tenant name, lease start and end dates, rent amount, and payment status. Tailor the layout to highlight the most relevant information for your audience. For instance, property managers might focus on tenant details and payment status, while financial teams may prioritize rent amounts and delinquency data.
Finally, consider setting up filters and sorting options to further refine the rent roll. Filters can exclude specific lease types, such as commercial units, or focus on units with upcoming lease expirations. Sorting options allow you to organize the data alphabetically by tenant name, by rent amount, or by lease expiration date. These additional parameters ensure the rent roll is not only accurate but also presented in a way that facilitates quick analysis and decision-making. Once all parameters are set, save the configuration for future use, streamlining the process for subsequent rent roll reports.
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Generating Rent Roll Reports
To generate Rent Roll Reports in Yardi Voyager, begin by logging into the system with your credentials and navigating to the Reports module. From the main menu, select Residential or Commercial depending on your property type, then choose Rent Roll under the reporting options. This will open the Rent Roll Report parameters screen, where you can customize the report to meet your specific needs. Understanding these parameters is crucial, as they allow you to filter data by property, lease status, or date range, ensuring the report includes only the relevant information.
Once in the Rent Roll Report parameters screen, define the scope of your report by selecting the appropriate property or properties from the dropdown menu. You can also specify a date range to generate a report for a particular period, such as a month or quarter. Additionally, Yardi Voyager allows you to include or exclude specific lease statuses, such as active, delinquent, or vacant units, providing a tailored view of your rent roll. Be sure to review the available options and select the ones that align with your reporting objectives.
After setting the parameters, proceed to the Columns tab to customize the data fields included in your report. Here, you can add or remove columns such as unit number, tenant name, lease start and end dates, rent amount, and any additional fields relevant to your analysis. This level of customization ensures that the Rent Roll Report provides a comprehensive yet focused overview of your rental income and tenant information. Take the time to select columns that will offer the most value for your reporting needs.
With the parameters and columns configured, click the Preview button to generate a sample of the report. This step is essential to verify that the report includes the correct data and is formatted as expected. If adjustments are needed, return to the parameters or columns tabs to make changes before finalizing the report. Once satisfied with the preview, click Run Report to generate the full Rent Roll Report. Yardi Voyager offers options to export the report in various formats, such as PDF or Excel, allowing you to share or analyze the data as needed.
Finally, consider scheduling automated Rent Roll Reports to streamline your reporting process. Yardi Voyager enables you to set up recurring reports that generate and deliver automatically at specified intervals, such as weekly or monthly. To do this, navigate to the Report Scheduler within the Reports module, select the Rent Roll Report, and configure the frequency, format, and distribution list. Automated reporting ensures that you and your team consistently have access to up-to-date rent roll data, enhancing efficiency and decision-making in property management.
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Customizing Rent Roll Columns
Once in the customization interface, Yardi Voyager provides a list of available columns, such as Unit Number, Tenant Name, Lease Expiration Date, Rent Amount, and Delinquency Status. To add a column, simply select the desired field from the list and use the "Add" button to include it in your report. Conversely, removing a column is as straightforward as highlighting the unwanted field and clicking "Remove." This flexibility ensures that your rent roll focuses on the metrics that matter most, whether it’s tracking occupancy rates, monitoring rent increases, or identifying late payments.
Rearranging columns is another useful feature for optimizing readability. By selecting a column and using the "Move Up" or "Move Down" buttons, you can prioritize critical data at the beginning of the report. For instance, placing Unit Number and Tenant Name at the start can make it easier to locate specific tenants quickly. Additionally, Yardi Voyager allows you to adjust column widths to ensure that data is displayed clearly without truncation, enhancing the overall usability of the report.
Advanced customization options in Yardi Voyager include the ability to apply filters and sorting criteria directly within the column setup. For example, you can set a column to display only units with upcoming lease expirations or tenants with outstanding balances. This level of granularity enables property managers to generate highly targeted rent rolls that address specific operational concerns. Saving customized column configurations is also possible, allowing you to reuse preferred setups without the need to manually adjust columns each time you run a report.
Finally, it’s important to periodically review and update your customized rent roll columns to reflect changes in your property management priorities. As your portfolio grows or your reporting needs evolve, the ability to modify column configurations ensures that your rent roll remains a dynamic and valuable tool. By mastering the customization features in Yardi Voyager, property managers can streamline their reporting processes and gain deeper insights into their rental operations.
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Exporting Rent Roll Data
After confirming the accuracy of the rent roll data, locate the export functionality within the module. In most versions of Yardi Voyager, this can be accessed by clicking on the "Export" or "Actions" button, often found in the toolbar or dropdown menu. From the export options, select the appropriate file format for your needs, such as Excel (.xlsx), CSV, or PDF. Each format serves different purposes: Excel and CSV are ideal for data manipulation and analysis, while PDF is suitable for generating static reports or sharing with stakeholders who do not require editable data. Be mindful of the system's export limits, as large rent rolls may need to be exported in batches to avoid errors.
Once you’ve chosen the export format, configure any additional settings provided by Yardi Voyager. These settings may include selecting specific columns to export, such as unit numbers, tenant names, lease start dates, or rent amounts. You can also choose to include or exclude headers, footers, or summary information. For advanced users, Yardi Voyager may offer customization options like filtering by specific criteria (e.g., delinquent tenants or expiring leases) or applying date ranges to the export. Take advantage of these features to ensure the exported data aligns with your reporting or analytical requirements.
After finalizing the export settings, initiate the export process by clicking the "Export" or "Run" button. Depending on the size of the rent roll and your system’s performance, the export may take a few seconds to several minutes. Once completed, Yardi Voyager will typically prompt you to save the file to a designated location on your computer or network. Ensure you save the file in a secure and accessible folder, especially if it contains sensitive tenant information. If the export fails or encounters errors, review the system’s error logs or consult Yardi support for troubleshooting assistance.
Finally, verify the integrity of the exported rent roll data by opening the file and cross-referencing it with the information in Yardi Voyager. Check for missing records, formatting issues, or discrepancies in calculations. If the export is intended for external systems or stakeholders, consider adding a timestamp or version number to the file name for tracking purposes. By following these steps, you can efficiently export rent roll data from Yardi Voyager, enabling seamless reporting, analysis, and decision-making in your property management operations.
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Troubleshooting Common Rent Roll Errors
When troubleshooting common rent roll errors in Yardi Voyager, it's essential to first understand the typical issues that arise during the process. One frequent problem is missing or incomplete tenant information, which can lead to inaccurate rent roll reports. To address this, ensure all tenant profiles are up-to-date with correct lease terms, rent amounts, and payment schedules. Navigate to the "Tenant" module, select the tenant in question, and verify their lease details. If discrepancies are found, update the information and re-run the rent roll to ensure accuracy.
Another common error involves incorrect rent calculation due to misconfigured lease terms or adjustments. This often occurs when prorated rents, concessions, or rent increases are not properly applied. To troubleshoot, access the "Lease" module and review the lease terms for the affected units. Check for any discrepancies in rent start dates, lease expiration dates, or rent adjustment schedules. If an error is identified, correct the lease terms and ensure all adjustments are accurately reflected. Afterward, regenerate the rent roll to confirm the issue has been resolved.
Errors related to payment application can also skew rent roll results, particularly if payments are misapplied or not posted correctly. To resolve this, go to the "Receivables" module and review the payment history for the tenant or unit in question. Ensure payments are applied to the correct ledger and period. If a payment was misapplied, use the "Reapply" function to correct it. Additionally, verify that all payments are posted and reconciled properly. Running a rent roll after these adjustments will provide an accurate reflection of outstanding balances.
Issues with vacant units or units in transition can also cause rent roll errors, as they may be incorrectly included or excluded from the report. To troubleshoot, check the "Unit" module and confirm the status of each unit. Ensure vacant units are marked as such and that move-in or move-out dates are accurately recorded. If a unit is in transition, verify that the lease terms for the outgoing and incoming tenants are correctly set. Updating the unit status and lease information will ensure the rent roll accurately reflects current occupancy and financial obligations.
Lastly, system-generated errors or glitches can occasionally occur, particularly if the software is not updated or if there are data synchronization issues. To address this, ensure Yardi Voyager is running the latest version by checking for updates in the "Help" or "About" section. If the issue persists, clear the cache or restart the application. For persistent problems, contact Yardi support for assistance. Regularly backing up data and maintaining system health can prevent such errors and ensure smooth rent roll generation. By systematically addressing these common issues, users can maintain accurate and reliable rent roll reports in Yardi Voyager.
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Frequently asked questions
To access the Rent Roll report, navigate to Reports > Property Management > Financial > Rent Roll. Select the desired property, date range, and other filters, then click Generate to run the report.
Yes, you can customize the Rent Roll report by clicking Customize before generating it. This allows you to add or remove columns, apply filters, and adjust the layout to meet your specific needs.
After generating the Rent Roll report, click the Export button (usually an Excel icon) in the top-right corner. Choose the Excel format and save the file to your desired location.
