Ledger and statement

The Ledger is the tenant's account: every bill and every payment, with the balance after each. Open a tenant and press Ledger.

The top

Balance due, the Previous balance and the Last payment (amount and date), with three buttons: New charge, Take a payment and Send statement.

The list

Each row has its Type (Bill sent, Payment, Refund, Voided or Pending), Date, Description, Amount, Balance and Notes. Show narrows it to Everything, Processed, Pending, Refunded or Voided.

Actions on a line

Every bill and payment line ends in ⋯. Press it (or Tab to it and press Enter; the arrow keys move in the menu, Escape closes it). What it offers:

• Delete is for admins only; nobody else sees it. A bill can be deleted only while nothing is paid on it. A deleted payment comes off the ledger (it is kept in the records) and the tenant owes that much again. A card charged here can never be deleted — the money really moved — so you refund or void it instead.
• Refund or void needs Can process a refund. While Authorize.net has not settled the charge it offers Void the charge: the whole charge is cancelled and nothing is taken from the card. Once settled it offers a Refund of all or part of what is left, back to the same card; a Refund line appears under the payment. The customer gets the void's or the refund's receipt.
• Resend the bill sends the facility's bill email (with the bill's PDF) and bill text again to the bill's email and phone. Resend the receipt sends the payment's receipt again.
• After every action the balance is worked out again, a green line says what happened, and the tenant's log gets a line saying who did what.

Print bills

Print a bill the same way you print any invoice: the print window opens with the bill on the same page as every other invoice, and your browser's print dialog comes up. In the dialog, Save as PDF saves it where you choose.

• One bill: press ⋯ on its line, then Print the bill. Print is also in the bill's own window.
• Several bills: tick the boxes at the start of the lines (the box at the top ticks every bill the list shows), then press Print in the bar that appears. They all go in one print dialog, each on a page of its own. Ticking is on the computer's screen, not on a phone.

Anyone who can open the tenant's ledger can print its bills. Printing changes nothing on the bill.

A storage payment goes on the tenant's account, not on one bill, so the printed Paid and Total Balance Due come from the account: what the tenant owes is laid over the open bills, starting from the latest due, as on the Past due tab. A bill the account balance covers prints with nothing left to pay and the PAID stamp. A draft or a bill already marked paid prints as it stands. The tenant's Storage # and Bill # are printed under the dates.

Open and change a bill

Open the bill (or press its Description) opens it in its own window: its number, status (Draft, Sent, Paid …), its lines and total, its Date, Due date and a Note only the office sees.

1. Change a line's Name, Description, Unit cost or Qty, take a line off with its ×, or press Add a line. Change the Date to move the bill to another day on the ledger.
2. The total updates as you type, with the bill's own tax.
3. Save shows once something differs from what you opened. Press it: the bill and the tenant's balance are worked out again. Cancel closes without changing anything. A sent bill is not sent again — use Resend the bill when you want the customer to have it.

Changing a bill needs Can edit an invoice (the same as the office's invoice editor). A paid bill opens read-only: "Storage bill #… is paid, so it can't be changed." Raise a new charge, or refund from Payments.

Add a charge

1. Press New charge.
2. For each line type a Name, a Description, the Unit cost and the Qty. Add a line adds another.
3. Pro-rate to month end adds a line for the days from the move-in date to the end of the month, the move-in day included: the tenant's Monthly Fee × those days ÷ the days in the month. A fee typed on the tenant counts, the same as on the monthly bill — $99 from October 12 is $99 × 20 ÷ 31 = $63.87.
4. The total with the tenant's tax shows beside the lines.
5. Press Save and send to bill the customer, or Save as draft to keep it unsent.

Take a payment

1. Press Take a payment. The amount starts at what is owed.
2. Choose how: Check (with its number), Cash, Card charged elsewhere (the cardholder's name, and the last four if you have them), or Card on file — the autopay card is picked first. Except for a card on file, pick the Date: the calendar shows last month and this month side by side (one month on a phone).
3. Add a note if you like and press Record the payment — or Charge the card for a card on file.

The balance updates at once, everywhere it shows. Charging a card on file needs Can charge an online payment; without it, Card on file is not offered. If the card is declined, the customer is told — see Declined storage cards.

Send the statement

Send statement emails the customer their account statement as a PDF — "Statement for Storage #… from …" — and saves a copy on the tenant. "The statement was sent to …" confirms where it went.

The statement shows Bill To and From, the Previous Balance, the Account Balance and the Activity: each date, description, payment or charge, and balance.

Cards on file is on the Ledger too, folded to one line ("3 cards on file · Autopay: Visa ····4242"); press it to open the list. Add card stays on that line, and when no card is ticked for Autopay a short warning stays in sight — see Autopay and cards on file.

If something goes wrong

• "There is no email address on this tenant, so nothing was sent." — add an email on Customer Details and save.
• "The tenant has no move-in date." — set Move In before pro-rating.
• "Do not have permissions to create online payment." — ask your admin for Can charge an online payment.
• "You do not have permission to change invoices." — ask your admin for Can edit an invoice.
• "A card charge can't be deleted: the money really moved." — use Refund or void instead.
• "This charge has already settled and can no longer be voided." — use the refund.
• "The card was refunded. MoveBoard could not record the refund on the payment yet…" — do not refund again; it is recorded by itself within a minute or two.
• "The charge could not be saved." / "The payment could not be taken." / "The statement could not be sent." — the server's reason shows in their place when it gives one.