AppFolio Tutorials - Ep. 23 Transaction Reports

Hello everyone, welcome back to APM Help Academy. In this video, we cover how to share reports with owners and other interested parties and how to use key transaction reports for property managers.

1. Sharing Reports with Owners

a. Monthly Owner Packets

• Navigate to Owner → scroll down → Owner Packet → Edit
• Add requested reports for the owner
• Reports can be included in the packet or sent separately

b. Sending a Report Individually

1. Go to Reports → select specific report → search for recipient
2. Click Actions → Email
3. Add recipient, message, and notes → Send

c. Saved Reports for Repeated Sharing

• Select desired report → choose timeframe → Update
• Actions → Save Layout → give report a name
• Do NOT lock to saved dates if report needs regular updates
• Saved reports can now be scheduled

d. Scheduled Reports

• Navigate to Reporting → Scheduled Reports → New Scheduled Report
• Enter:
  • Name of the scheduled report
  • Select saved report
  • Format: PDF, CSV, Excel
  • Recipient and optional BCC
  • Email subject & message
  • Start date & frequency (weekly, monthly, etc.)
• Save → report will automatically be sent per schedule
• To delete: select scheduled report → Delete Scheduled Report

2. Transaction Reports for Property Managers

a. Check Register Detail Enhanced

• Tracks A/P payments, including batch and check breakdown
• Useful for troubleshooting: duplicate payments, vendor payments, or batch errors
• Recommended filters:
  • All properties
  • Specific bank account
  • Payment type: A/P payments only

b. Journal Entry Register

• Snapshot of journal entries over a period
• Useful for investigating unusual transactions

c. Deposit Register

• Shows all deposits with itemized breakdown
• Helps verify tenant payments and ensure deposits match bank records
• Filters: date range, bank account

d. Bill Detail Report

• Tracks bills that are paid or unpaid
• Filter options:
  • All properties or specific payee
  • Payment type
  • GL account impacted
  • Bill date, due date, creation date, last edited
  • Bill status (paid/unpaid)
• Useful for managing vendor payments and work orders

e. Unpaid Balances by Month

• Shows tenants’ unpaid balances
• Filters:
  • All tenants or specific groups (current/future/notice)
  • GL accounts: rent, pet rent, tenant fees, etc.
  • Pay period: month, year, etc.
• Helps identify tenants with outstanding balances for follow-up

Key Tips

• Save layout & schedule reports for recurring owner reports
• Do not lock saved reports if they need to update regularly
• Use transaction reports to track payments, deposits, and unpaid balances
• Filters help narrow reports to specific properties, accounts, or periods

This concludes Transaction Reports & Sharing Reports in AppFolio.

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