Debt and Receivable Status Reports

Two reports that answer the questions "Who owes how much, whom do we owe how much?" Debt Status multi-directional filter with 5 different view groups, and Receivable Status is a summary of resident advances + unpaid debts to suppliers/staff. They are the most frequently used reports for dues tracking, enforcement preparation, and assembly presentation.

1. Debt Status

Lists all open debts (not yet paid) with different grouping options. You select the view group from the upper-left dropdown; there are a total of 5 groups and 9 sub-reports.

How to open?

1. From the left menu, Reports → Debt Status.
2. Select the group from the Type dropdown in the upper left corner.
3. Next to it, Block / Category / Status / Period filters (changes according to the view).
4. Print / PDF / Excel at the upper right.

Group 1: Units

Debt totals by unit. Two sub-views:

Balance List (default)

• Content: Total debt balance for each unit, sorted by unit number.
• Columns: Block · Unit No · Active Resident · Total Debt · Late Interest · Remaining
• Filters: Block dropdown, Type sub-dropdown (All / Owner / Tenant / Former).
• When: Get "List of Debtor Units" PDF for assembly presentation.

Month Pivot

• Content: Cross matrix of how each unit accumulated debt over the last N months.
• Columns: Unit · Month 1 · Month 2 · Month 3 ... · Total
• When: Payment habit analysis (which residents pay regularly every month, which are irregular).

Group 2: Unit Residents

Resident Balance

• Content: Total debt balance for active Owners (per resident).
• Columns: Name · Unit · Phone · Total Debt · Late Interest
• When: Warning list for personal SMS/calls.

Resident × Category

• Content: Cross table — residents on rows, categories on columns (Dues / Fuel / Water / etc.).
• Filter: Category dropdown — only shows those in debt for that category.
• When: "Does this resident only skip dues, or fuel too?" analysis.

Former Residents

• Content: List of residents who have left the unit (former=1) but still have debt.
• When: Enforcement/legal follow-up assessment (collection rate is low for former residents).

Group 3: Debt-Receivable

Debt-Receivable Comparison

• Content: Each resident's debt total and receivable (advance) total side by side, with a net balance column.
• Columns: Name · Unit · Debt · Receivable · Net Balance
• When: "Who is net in debt" list for year-end offsetting or assembly presentation.

Group 4: Staff & Supplier

Staff

• Content: Balances on staff accounts (usually indebted to us — salary advance / personal expenses).
• Columns: Name · Position · Phone · Total Debt
• When: Advance check before payroll.

Suppliers

• Content: Balances on supplier accounts (usually our debt to suppliers).
• Columns: Supplier Name · Phone · Remaining Debt
• When: Payment plan; weekly supplier payment list.

Group 5: All Accounts

• Content: All open balances of every type in a single list (resident + supplier + staff combined).
• Filter: Block dropdown (for unit-contextual rows).
• When: Full-site open balance breakdown (auditor report).

General filters (in every group)

• Block — Active in Units / Unit Residents / All Accounts groups.
• Category — Active only in "Resident × Category" view.
• Type sub-dropdown — In the Units group (All / Owner / Tenant / Former).
• Period chip — due date range.

Outputs

• Print — For field tracking.
• PDF — Assembly presentation, hand-delivery to the resident.
• Excel — For preparing bulk SMS/email lists.

2. Receivable Status

Lists accounts we owe or where residents have paid advances — that is, our obligations.

Content (3 sub-groups)

• Resident Advance — Advance balances residents deposited upfront that have not yet been distributed.
• Supplier Receivables — Our unpaid debts to suppliers.
• Staff Receivables — Our unpaid debts to staff (salary accruals, etc.).

How to get it?

1. From the left menu, Reports → Receivable Status.
2. Type dropdown — Resident Advance / Supplier / Staff / All.
3. (In unit-contextual types) Block filter.
4. Print / PDF / Excel at the upper right.

Table columns

• Name · Type · Phone · Receivable Amount · Description

When is it used?

• Period close — to document our open obligations.
• Year-end carryover — list of carryover receivables.
• Budget planning — supplier debts to be paid in the near term.
• New manager handover — shows all of the complex's open obligations.

Next step

For more advanced analysis reports (Accrual Lists, Aging, Management Summary, Transparency, Enforcement), go to the Advanced Financial Reports article.