Reading a statement and the Account Ledger

Statements and Account Ledger both answer "what does this account owe", and several things that used to make them disagree have been corrected. This explains what you should now see.

Who can do this: anyone with accounting access on the property. Account Ledger additionally needs view general ledger.

A charge that was paid still appears

A charge paid inside the statement period is listed, with the payment beside it, and the two cancel out. Previously the charge was left off while the payment stayed, so a statement could show a payment against nothing and a closing balance in credit that the account did not hold.

A refund is its own line, on the day it happened

If part of a payment is refunded, the statement shows the payment at what was paid, on the day it was paid, and the refund as a separate line on the day of the refund.

This matters when you re-open an older period. A statement you sent in August reads today exactly as it did then, even if a refund was issued in September. The September refund appears in September, where it belongs. Previously the refund was applied back to the payment's own date, so re-printing a statement you had already sent produced different numbers.

A written-off charge shows the write-off

On Account Ledger, a charge you wrote off stays visible as history, and the write-off appears underneath as its own movement reducing the balance. Previously the charge was counted as still owed and the write-off was invisible, so the ledger disagreed with the account balance with nothing on screen to explain the gap.

Card surcharges are not counted as payment toward charges

When a payer covers a card surcharge, that part of what they paid goes to the surcharge, not toward what they owe. Statements and Account Ledger now count only the part that reduces the balance, which is what the account balance elsewhere in URBI has always used.

A note on dates

Reports that show a position "as of" a date now honour the date you pick. AP Aging in particular used to show today's figures under whichever date you chose.

What to do if a statement still looks wrong

Compare three numbers: the account balance on the unit or account screen, the closing balance on the statement, and the closing balance on Account Ledger for the same period. If those three do not agree, send us the account and the period rather than adjusting anything by hand. There are known cases where an invoice has no charge behind it, usually historical imports, and those are being worked separately.