This article describes the YTD Cash/Charge report, which compares a selected month and the financial year to date against the same periods in the previous year, broken down by General Ledger Account Code.

Overview

The YTD Cash/Charge report is a Management Financial report that reports revenue by General Ledger Account Code (GL Acc Code) across four periods at once: the month selected, the same month last year, the financial year to date, and the same point in the previous financial year. Every GL Acc Code is shown on one row, so a single page gives both the month position and the year position side by side.

Select Cash to report the receipts allocated to charges, or Charge to report the charges raised. Choose the option that matches the Accounting Method in place at the property. Finance and management staff typically run the report at month end or year end to see how the current period compares with the same period last year.

Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

Use Cases

• Month end comparison - the accounts team runs the report at the end of the month to see how each GL Acc Code performed against the same month last year.
• Year to date position - management checks the Year To Date columns partway through the financial year to see whether the property is ahead of or behind the previous year.
• Find the codes that moved - reading the month columns beside the Year To Date columns shows whether a change in a GL Acc Code is a one month movement or a trend across the whole year.
• Consolidated enterprise view - on a multi-property database, leaving Property set to All Selected returns one combined set of figures for the whole enterprise.

How to Access

In the side menu of RMS, go to Reports > Management > Financial > YTD Cash/Charge.

Report Options

The report options below control whether receipts or charges are reported, the month the report is built for, and which properties are included.

Tip! Report build screens default to a common use configuration, and selections can be made as required.

Tip! There is no option to turn the comparison off or to select a different comparison period.

Column Headers

Each row on the report is one GL Acc Code. The eight figure columns are arranged in two groups. The group on the left is named after the month selected in By Month, and the group on the right is named Year To Date. Where a value depends on a property setting or on the Type of Report selected, the Source / Calculation column points to the relevant concept under Data Sources & Calculations.

The heading above the table shows the property name, the report name with the Type of Report selected, for example YTD Cash or YTD Charge, and the month the report was built for. The date, time and user are printed in the report footer.

Data Sources & Calculations

The following concepts each govern more than one column on the report.

Cash and Charge revenue

The Cash option reports the Financial Revenue received in the period, by the GL Acc Code of the charges the receipts were allocated to. Receipts that have not been allocated to a charge report against the Suspense Receipts GL Acc Code.

The Charge option reports the value of charges created on accounts in the period, by their allocated GL Acc Code. Use Cash for Cash Accounting properties and Charge for Accrual Accounting properties. The Type of Report selection applies to all eight figure columns, so the whole report is either a cash view or a charge view.

The month columns

The four columns on the left cover the single month selected in By Month. The group header takes the name of that month, and the This Year and Last Year headings show the calendar year each column reports. This Year covers the selected month, and Last Year covers the same month in the previous calendar year. Changing By Month changes both columns together.

The Year To Date columns

The four columns on the right run from the start of the financial year to the end of the selected month, not to today's date. Selecting a month in the past therefore reproduces the year to date position as it stood at the end of that month.

The financial year is taken from the property's End of Financial Year setting rather than the calendar year. This is configured at Setup > Accounting > Accounting Options > Account Defaults. Last Fin Year covers the same span in the previous financial year, so the two columns are always compared over an equal number of months.

Tax

Each Amt column is paired with a Tax column showing the tax portion contained within that Amt value. The Tax figure is included in the Amt figure and is not added to it. For example, an Amt of 50.00 at a 10% inclusive tax rate reports a Tax value of 4.55.

Groupings and totals

Rows are bundled under the Grouping assigned to each GL Acc Code, with a Sub Total row for every Grouping and a Total row at the end of the report. GL Acc Codes with no Grouping assigned are listed first, above the first Grouping heading. Groupings are set at Setup > Accounting > GL Acc Codes.

Property selection

On an Enterprise database, leaving Property set to All Selected returns one consolidated set of figures headed with the enterprise name rather than a separate section for each property. To report on a single property, select that property from the list and build the report again.

Please Note! A negative figure, for example a discount, a write off or a refunded receipt, reduces the total for its Grouping. Read the Sub Total and Total rows alongside the individual GL Acc Code rows rather than on their own.

Related Reports

• Cash/Charge Report - the same cash and charge revenue by GL Acc Code for a selected date range, without the year on year comparison.
• Cash/Charge Budget vs Actual Report - the same revenue basis compared against the budget set on each GL Acc Code.
• Monthly Income Summary Report - a monthly view of income for the property.
• Daily Cash Report - a daily breakdown of receipts.
• Daily Charge Report - a daily breakdown of charges raised.

Related Articles

• Set up General Ledger Account Codes
• Accounting Options - Account Defaults Tab
• Financial Revenue