COMPLETE GPR REVIEW

From the top menu, select Analytics, then GPR Report.

Set the report parameters:

• Property - your property

• Month - the current month and year

• Summarize By - Unit

• Output Type - Excel

Click Generate to download the report. 

The report will show for you to open in Excel - look for the download at the bottom of your screen.

Now you will format the report for easy sorting, which will enable you to review it more easily.

Open the Excel report and highlight the entire spreadsheet using the triangle button at the top left of all cells.

Once highlighted, uncheck the Merge & Center button. 

The document has formulas built in, so we will remove all formulas:

• Highlight all cells using the triangle button at the top left of all cells.

• Copy all data using right click, copy or ctrl+c

• Paste all data as a value over the existing data using right click, then use the paste option with a 123 which denotes "value". Click the first cell in the sheet (A1) to paste. 

These steps remove all formulas to allow you to sort the data.

Last, add a filter to row 4, which is the column header row, to enable sorting by column header.

Select row 4 by clicking the 4 on the side bar

Once selected, navigate to the Data Tab and select Filter.

You will now have arrows on each column header to allow you to sort the data.

Freeze row 4 so your column header row is always visible as you scroll down:

• Select row 5 by clicking the 5 on the side bar (you must select the row below the one you want frozen).

• Select the View tab at the top.

• Select Freeze Panes.

• Use the first selection Freeze Panes.

Column 4 will now be frozen and able to be viewed as you scroll through the report.

Sort the Vacancy column from Largest to Smallest. This allows you to pinpoint which units have values associated with vacancy.

Important: the only units with values in this column should be vacant and model units. 

If there is a resident name listed and the Actual Rent Charged amount is $0, then the resident is not being charged rent. 

The image shown displays examples with a value in Vacancy, but no value in Actual Rent Charged. This means there is no lease charge for rent for these units. 

To fix this, you will need to navigate to the resident profile and add a lease charge.

From the resident profile, select Data, then Lease Charges. 

Verify there is not a rent charge scheduled and use the New Record Button to add a lease charge.

Note: the Expired Lease Charges tab will show when the last lease charge ended. 

On the Create Lease Charge window complete the following:

Charge Code - enter Rent

Amount - enter the amount listed on the rental agreement

From Date - the from date should assess the full month, beginning on the 1st of the month, if it was not assessed yet.

Select Submit.

The charge will post to the ledger right away, so ensure you use the correct start date to assess the full charge required. 

If any charges are required for previous months, the Function, Quick Charge buttons must be used to add any corresponding charges that may be missing. 

The Loss/Gain to Lease column tells us the variance between the market rent and the actual rent charged. 

Sort the Loss/Gain to Lease column from Smallest to Largest.

Review the values for any amounts over $500 (these are considered unusually high).

In the example image, two residents were charged rent twice. Even though Scheduled Rent and Actual Rent Charged match, the Loss/Gain to Lease column helps us to pinpoint this billing error.

To fix this, first review the lease charges by navigating to the resident profile and selecting Data, then Lease Charges. 

Review the Active Lease Charges to see if there is a duplicated scheduled billing item.

In the example image, there are two scheduled rent charges which is why the report is showing an inflated amount charged. 

Use the Edit button to add an end date to the duplicate charge. This will allow it to expire and no longer assess the duplicate charge moving forward. 

The charge will move to Expired Lease Charges. 

You will now need to review the ledger and reverse any duplicate rent charges that are not accurate.  

In the example image,  the charge of $2,159 was assessed twice. We need to reverse the second charge. 

The charge must be Unpaid for it to be reversed. 

If any payments are tied to the charge, reapply them so the charge shows as unpaid. 

Navigate to Charges, Reverse Charge.

Enter the control number for the charge to locate the charge.

Select Display.

Select the checkbox under the Reverse column and Enter Notes about why you are reversing it.

Please use the note "Duplicate Charge Reversed" for any duplicate charge reversals.

Select Post.

In this review, we are looking for any outliers to the current month that the report has been generated for.

Sort the "To" column by Newest to Oldest

If there are any dates after the month that you have generated the report for, this is caused by a ledger transaction. 

In the image example, the report was generated for the month 01/2023. The date at the top that shows 2/14/2023 is after this timeframe, and signifies an issue. 

When reviewing the ledger, we see that there was an original charge of $834.58 assessed on 1/18 (A) and another duplicate charge assessed on 1/18 in the amount of $834.58 (B).

The report reads these two charges as rent for 28 days beginning on 1/18. This means that the assumed occupancy was through 2/14, the date we see on the report. 

A negative quick charge (C) was added on 1/23, but this did not fix the report. See note below.

There is a section near the bottom of the GPR report titled Prior Period Adjustments. This section will reflect any adjustments to rent charges that were performed during the month you have generated the report for, but that affect a prior period. 

In the example image, a move out was performed in 9/2022, but backdated to 8/2022. The adjustment shows that the prior period was adjusted.

No action is needed, but be aware of when you are performing actions in the system to ensure they are completed in the current period.

There is another section near the bottom of the GPR report titled Current Period Forecast. This section will reflect move ins and move outs scheduled. 

Review this section to ensure dates look accurate for known move ins and move outs. 

Note for Move-Ins: If an applicant has been moved to "Future" status, they will reflect in this section, however, if they are in "Applied" or "Approved" status, they will not.

Note for Move Outs: If the projections are already accounted for in the main GPR report, they will not reflect here.

Let's review an example of what happens to the GPR report if a ledger is adjusted the same month a roommate promotion is processed.

If a rent credit is added to the ledger during the same month the promotion was processed, you will notice it does not reflect on the report as it would with an account that did not have a promotion processed.