Core Setup Guide_7S_j.pdf

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Yardi Voyager
Core
Setup Guide

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Published by
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v_fin_stu_70_rev_j

3. Document Changes
The following table lists the plug-in versions documented in each manual revision. To determine
which plug-in versions you use, select Administration > About. If a manual documents multiple plug-
ins, use the manual revision associated with the most recent plug-in version you use.
A number following the revision letter indicates changes since the previous revision are non-substan-
tive: style, pagination, and so on. Thus, revision a.1 contains the same substantive material as
revision a.
Publication Date
Document
Revision Newly Documented Software Other Substantive Changes
26 May 2016 j Plug-in 7
Added a chapter on Cash vs.
Accrual accounting.
16 Nov 2015 i Plug-in 6 Added the following chapters: Owner Setup,
Property Setup, and Unit Setup.
Changed the title to “Core Setup Guide.”
06 June 2015 h Added a section on domestic (US) sales tax.
12 May 2015 g Changed the check formatting section;
made it a separate chapter and added more
information about signature files.
16 April 2015 f Plug-in 5
02 Oct. 2014 e Plug-in 4
17 June 2014 d Made changes to the section about Expense
Types.
26 March 2014 c Plug-in 3.1
12 December 2013 b.1
21 November 2013 b Added procedures about Expense Types.
1 October 2013 a 7S

5. v
Contents
Chapter 1: Chart of Accounts.............................................................................................................1
Developing a Chart of Accounts......................................................................................1
Adding or Updating a Chart of Accounts......................................................................6
Adding and Editing Individual General Ledger Accounts ........................................7
Validating a Chart of Accounts.......................................................................................13
Overview...........................................................................................................................13
CSV File Preparation......................................................................................................13
Using the Validation Tool (Generic Procedure)......................................................15
Using the Validation Tool (Detail)..............................................................................17
Chapter 2: Cash versus Accrual Accounting ............................................................................ 23
Overview of Cash vs. Accrual Accounting...................................................................23
Option to Ignore Cash Accounting...............................................................................25
Adding Custom GL Books................................................................................................26
Chapter 3: Charge Codes and AR Configuration ................................................................... 29
Charge Codes......................................................................................................................29
Charge Code Overview.................................................................................................29
Adding Charge Codes...................................................................................................30
AR Configuration................................................................................................................32
Accounts & Options Tab (AR Configuration)...........................................................33
Receivable Charge Codes Tab.....................................................................................34
Chapter 4: Bank Accounts................................................................................................................ 35
Bank Account Overview...................................................................................................35
Bank Account Setup..........................................................................................................37
Bank Accounts for Tenant Deposits (Global Users)...................................................42
Chapter 5: Check Printing................................................................................................................ 43
Check Formatting..............................................................................................................44
Setting Up Check Formats...........................................................................................44
Copying a Check Format From One Account to Another....................................49
Check Signature Files........................................................................................................50
Preparing the Files.........................................................................................................50
Signature File Locations Overview............................................................................50
yCheck2, Silverlight, or VB.NET (Default Location)................................................51

6. vi Contents
yCheck2, Silverlight, or VB.NET (Other Locations)..................................................53
Classic yCheck (Default Location)..............................................................................55
Classic yCheck (Other Locations)................................................................................56
Check Sort Order................................................................................................................58
Check Sort Order for yCheck2.....................................................................................58
Check Sort Order for Silverlight, VB.NET, and Classic yCheck.............................60
Printing a Test Check.........................................................................................................61
Chapter 6: Beginning Balances Setup........................................................................................ 63
Beginning Balances Setup Overview............................................................................63
Beginning Balances Procedures.....................................................................................64
Using Quick Trans for Security-Deposit and Accounts Receivable Beginning
Balances
............................................................................................................................64
Adding Prepay Beginning Balances...........................................................................66
Adding Accounts Payable Beginning Balances......................................................67
Adding Outstanding Checks Beginning Balances.................................................67
Adding Vendor 1099 Beginning Balances...............................................................67
Adding General Ledger Beginning Balances...........................................................67
Chapter 7: Accounts Payable Setup ............................................................................................. 69
AP Configuration................................................................................................................69
Accounts Payable Tab...................................................................................................71
Workflows Tab.................................................................................................................77
Purchase Orders Tab......................................................................................................78
PAYscan Tab....................................................................................................................78
Expense Types....................................................................................................................79
Setting Up Payable Expense Types............................................................................79
Setting Up Expense Type Access................................................................................81
Chapter 8: Account Trees................................................................................................................. 83
Account Trees Overview..................................................................................................83
Standard Account Tree Setup.........................................................................................85
Rebuilding Standard Account Tree Mapping..........................................................85
Custom Account Tree Setup...........................................................................................86
Creating a Custom Account Tree...............................................................................86
The G/L Account Screen and Account Trees...............................................................96
Exist in Trees Tab............................................................................................................97
Add in Trees Tab.............................................................................................................99
The GL Account Search in Custom Account Tree Screen ..................................100
Creating an Account Tree Outside of Voyager....................................................101
Account Tree Reports.....................................................................................................106

7. Yardi Voyager Core Setup Guide vii
Chapter 9: Owner Setup..................................................................................................................109
Owner Setup Overview.................................................................................................109
Adding Owner Records.................................................................................................110
Reviewing Owner Records............................................................................................112
Establishing Ownership................................................................................................113
Chapter 10: Property Setup.............................................................................................................117
Property Records.............................................................................................................118
Adding a Property Record.........................................................................................119
Reviewing Property Records....................................................................................121
Completing the Property Control Screen.............................................................121
Adding Contacts..........................................................................................................138
Property Attributes.....................................................................................................139
Adding Graphics to Property and Unit Records..................................................140
Setting Up a Default Property..................................................................................141
Property Lists...................................................................................................................142
Working with Property Lists.....................................................................................142
Buildings and Floors.......................................................................................................146
Adding Building Records...........................................................................................147
Adding Floor Records.................................................................................................148
Chapter 11: Unit Setup.......................................................................................................................151
Unit Setup Overview......................................................................................................151
Unit Types.........................................................................................................................153
Adding Unit Types......................................................................................................153
Adding Quick Unit Types...........................................................................................155
Reviewing and Editing Unit Types..........................................................................156
Units...................................................................................................................................157
Adding Units.................................................................................................................157
Reviewing and Editing Unit Records......................................................................164
Adding Quick Units.....................................................................................................164
Setting Up Non-Revenue Units................................................................................166

8. viii Contents

9. 1
CHAPTER1
Chart of Accounts
This chapter describes how to set up general-ledger accounts for Voyager transactions and other
financial operations.
The chart of accounts (COA) contains all G/L accounts. Each account has its own record. You can modify
the COA by importing data from an Excel spreadsheet or by editing individual account records.
By default, Voyager includes a COA named “system.” If you use one COA, this is it. Voyager supports
multiple charts of accounts, but we recommend using account trees to get the effect of multiple charts
with a single chart. For more information, see “Account Trees” on page 83.
Developing a Chart of Accounts
Your accountant or financial department should plan the chart of accounts on paper or in a Microsoft
Excel worksheet. Account numbers should be sequential, with categories (for example, asset accounts,
liability accounts, and income accounts) sharing the same first digit.
Basic Chart of Accounts Structure
Each category of accounts starts with a heading account and ends with a total account. For example,
asset accounts could begin with a heading account named “Assets” with the account number
1000.0000, and end with the total account “Total Assets” with account number 1999.9999. Regular
asset accounts could then be numbered 1100.1000, 1100.2000, 1100.3000, and so on.
In this chapter:
Developing a Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Adding or Updating a Chart of Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Adding and Editing Individual General Ledger Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Validating a Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Voyager supports a variety of account-number formats. You set up the format in the Account Format field on the
Accounts and Options screen. The examples in this section assume a four-digit account number, but your account
numbers can be longer and can comprise multiple parts (for example, 1100-0000).

10. 2 Chapter 1: Chart of Accounts
You can have multiple subcategories within a category. For example, the Liabilities & Capital/Equity
category that starts with heading account number 2000.0000 in the table below, contains subcatego-
ries for Liabilities (heading account number 2000.1000) and Capital and Equity (heading account num-
ber 3000.000). Each subcategory has both a heading account and total account, and the total accounts
for the subcategories (2999.9999 and 3899.9999) total into the total account for the category
(3999.9999).
The following table provides sample account categories, names, and numbers.
Sample Account
Number
Account Description Normal
Balance
Account Type Report Type Total Into
1000.0000 Assets Debit Heading Balance Sheet 1999.9999
1100.1000 Cash Debit Regular Balance Sheet 1999.9999
1100.2000 Accounts Receivable De bit Regular Balance Sheet 1999.9999
1100.3000 –
1900.0000
Various Other Asset Accounts, as
needed
Debit Regular Balance Sheet 1999.9999
1999.9999 Total Assets Debit Total Balance Sheet 9999.9999
2000.0000 Liabilities & Capital/Equity Credit Heading Balance Sheet 3999.9999
2000.1000 Liabilities Credit Heading Balance Sheet 2999.9999
2000.2000 Accounts Payable Credi t Regular Balance Sheet 2999.9999
2000.3000 Prepay Liability Credit Regular Balance Sheet 2999.9999
2000.4000 Security Deposit Credit Regular Balance Sheet 2999.9999
2000.5000 –
2900.0000
Various Other Liability Accounts,
as needed
Credit Regular Balance Sheet 2999.9999
2999.9999 Total Liabilities Credit Total Balance Sheet 3999.9999
3000.0000 Capital/Equity Credit Heading Balance Sheet 3899.9999
3000.1000 Prior Year Retained Earnings Credit Regular Balance Sheet 3899.9999
3000.2000 Current Year Retained Earnings Credit Regular Balance Sheet 3899.9999
3000.3000 –
3800.0000
Various Other Equity Accounts,
as needed
Credit Regular Balance Sheet 3899.9999
3899.9999 Total Capital/Equity Credit Total Balance Sheet 3999.9999
3999.9999 Total Liabilities & Capital/Equity Credit Total Balance Sheet 9999.9999
6000.0000 Income Credit Heading Income Statement 6999.9999

11. Yardi Voyager Core Setup Guide 3
Required Accounts
Some accounts are required for Voyager to function properly. The following tables describe required
regular accounts and settings appropriate for most Voyager implementations. Consult your accoun-
tant for requirements specific to your organization.
Asset Accounts
6000.1000 Rental Income Credit Heading Income Statement 6999.9999
6000.2000 Prepaid Income Credit Regular Income Statement 6999.9999
6000.3000 Miscellaneous Credit Regular Income Statement 6999.9999
6000.4000 –
6900.0000
Various Other Income Accounts,
as needed
Credit Regular Income Statement 6999.9999
6999.9999 Total Income Credit Total Income Statement 8999.9999
7000.0000 Expenses Debit Heading Income Statement 7999.9999
7000.1000 Maintenance Debit Heading Income Statement 7999.9999
7000.2000 Salaries Debit Heading Income Statement 7999.9999
7000.3000 Bad Debt Debit Heading Income Statement 7999.9999
7000.4000 –
7900.0000
Various Other Expense
Accounts, as needed
Debit Heading Income Statement 7999.9999
7999.9999 Total Expenses Debit Total Income Statement 8999.9999
8999.9999 Net Operating Income (NOI) Credit Total Income Statement
9999.9999 Total of All Debit Total Balance Sheet
Normal
Balance
Report Type Required Option Notes
Cash AccountsDebit Balance Sheet Cash Account
Accounts
Receivable
Debit Balance Sheet A/R Account
Control Account

12. 4 Chapter 1: Chart of Accounts
Liability accounts
Capital/Equity Accounts
Normal
Balance
Report Type Required Option Notes
Prepaid Rent
Liability
Credit Balance Sheet Prepay Holding Must not be an asset account.
Security Deposit
Liability
Credit Balance Sheet Resident Deposit If security deposits are received in the
same account as operating cash, leave
the Offset Account field empty;
otherwise, complete the Offset Account
field with the account number for the
cash account into which security deposits
are received.
Security Deposit
Interest (optional)
Credit Balance Sheet Required if you refund security deposit
interest.
Security Deposit
Clearing Refund
Credit Balance Sheet Typically numbered to be near the
security deposit liability account.
If security deposit refund checks are
written from the operating cash account,
leave the Offset Account field empty;
otherwise, complete the Offset Account
field with the account number for the
cash account from which security deposit
checks are written.
Accounts PayableCredit Balance Sheet A/P Account
Control Account
Normal
Balance
Report Type Required Option Notes
Current Year
Retained Earnings
Credit Balance Sheet For current earnings, not prior year or
cumulative earnings.
Prior Year
Earnings
(optional)
Credit Balance Sheet Account to which you transfer current-
year earnings when starting a new fiscal
year.

13. Yardi Voyager Core Setup Guide 5
Income Account
Chart of Accounts Guidelines
When developing a chart of accounts, consider the following to ensure that system transactions calcu-
late properly using the correct accounts.
Each total account except Net Operating Income (NOI) and Total of All requires a heading account.
All properties share the chart, so you need only one G/L account of each type. You need only one
rent income-account, for example, rather than a separate rent income-account for each property.
The Total Into field in the Related Accounts section on the Account Info screen must be com-
pleted for every regular and total account except NOI and Total of All.
If you write checks from an operating account but receive cash to a depository account:
Complete the Cash account field on the Accounts and Options screen with the account num-
ber for the operating account used for writing checks.
Complete the Offset account field on the Account Info screen for each income account, with
the account number for the depository account. Do the same for any other accounts for which
you receive cash and that appear on the balance sheet (for example, a prepaid rent liability
account).
Select the Incl. in Cash Flow check box in the Options section on the Account Info screen for bal-
ance-sheet accounts that should be included on Cash Flow reports (for example, a mortgage-prin-
ciple account).
Normal
Balance
Report Type Required Option Notes
Other Income Credit Income
Statement
Late Fee IncomeCredit Income
Statement
Complete the Related Account field
labeled Rcv with the account number for
the account specified in the Receivable
field on the Accounts and Options
screen.

14. 6 Chapter 1: Chart of Accounts
Adding or Updating a Chart of Accounts
By default, Voyager provides a single chart of accounts with the name “system.” If you plan to use a sin-
gle chart of accounts, you can update the system chart to fit your requirements.
You can also add a new chart of accounts.
Multiple Charts of Accounts or Account Trees
Your portfolio may use different charts of accounts for different properties. Voyager supports multiple
charts of accounts (MCA), but we recommend using account trees to make one chart of accounts work
for all of your properties. An account tree is a virtual remapping of your chart of accounts: a collection
of property-specific (or entity-specific) headings, accounts, and totals mapped to chart-of-accounts
headings, accounts, and totals.
Using account trees, you can generate reports with account numbering and ordering in a format famil-
iar to your client, or generate reports to fit special accounting requirements such as NCRIEF, without
creating and maintaining multiple charts of accounts. For example, you could create an account tree
for each owner, map each account tree to the accounts in your single chart of accounts, and then use
the account trees to generate income statements. For more information, see “Account Trees” on
page 83.
Alternatively, you can use multiple charts of accounts. This option requires a special Voyager license. If
you want to use multiple charts of accounts and do not see the options described in this section, con-
tact Yardi technical support.
Importing a Chart of Accounts
Contact Yardi Technical Support. They will assist you with the task of creating and importing a chart of
accounts.

15. Yardi Voyager Core Setup Guide 7
Adding and Editing Individual General Ledger Accounts
Setup > System > Add G/L Account
Setup > System > Review G/L Account
You can add new general ledger accounts to your chart of accounts. You also use the GL Account
screen to apply custom options to G/L accounts. For example, you can designate the account as sub-
ject to late fees or commissions.

16. 8 Chapter 1: Chart of Accounts
Account Information Tab
Code The account number. It Identifies G/L accounts on transaction screens and reports.
Voyager formats the number as specified in the Account Format field on the Accounts and
Options screen.
Description Describes the account on transaction screens, and report filters. Maximum of 32 characters.
Normal Balance DebitTypically expense and asset accounts.
CreditTypically income and liability accounts.
There are exceptions. If you are unsure of the appropriate normal balance, contact your accountant.
Normal Balance and Report Type identify income and expense accounts for retained-earnings
calculations. A credit-balance, income-statement account is an income account. A debit-balance,
income-statement account is an expense account.
Account Type RegularAccounts to which you post transactions.
HeadingFirst entry in an account category, used for organizing the chart of accounts and financial
reports. Transactions do not post to heading accounts, which always have a zero balance.
TotalAccounts into which other accounts total. Transactions do not post to total account.
For information about the relationships between the three types of accounts, see “Basic Chart of
Accounts Structure” on page 1.
Report Type Reports in which the account is included.
Balance SheetAsset, liability, and capital accounts. Balances in balance-sheet accounts carry
forward indefinitely.
Income StatementRevenue (income) and expense accounts. End-of-year processing zeros out
the year-to-date amounts of income statement accounts.
Voyager includes all income statement and balance sheet accounts on cash-flow reports.
User-defined fields 1 – 4For information about configuring these fields, see the Voyager Core Administration and Setup
Guide.

17. Yardi Voyager Core Setup Guide 9
Options Tab
1099 Exempt Excludes the account from calculations for end-of-year tax processing in the U.S.
Cash Account Account for bank deposits and check writing.
For information about specifying the default cash account for Voyager, see the Voyager Core
Administration and Setup Guide.
Only one account can be designated as the default, but you can have multiple cash accounts. You
associate a specific cash account with a specific income or expense G/L account by entering the
cash account’s number in the Offset field of the income or expense G/L account’s Account Info
screen.
Tenant Deposit Account to which you deposit resident security deposits.
NOTEDo not select this check box for deposit clearing (sometimes called “deposit refund”)
accounts or deposit-interest accounts.
Commissionable Account for commissions calculated using the Pay Commission feature (but not the Management
Fees feature). For more information, see the Voyager Core User’s Guide.
Subject to Late FeeAccount for late-fee calculations.
CAUTIONIn Voyager Commercial, Use Flag must be set to Account in the Late Fee section of the
Property Control screen for a late fee to apply to charges based on this setting. For more
information, see the Commercial User’s Guide.

18. 10 Chapter 1: Chart of Accounts
Prepay Holding Account for prepayments.
You can have multiple prepay holding accounts. If you don’t specify a prepay account on a receipt
for a prepayment, Voyager uses the account specified in the Prepay Income field on the
Receivable Accts tab of the Accounts and Options screen. See the description of the Hold for
field, below, for information about associating a prepay holding account with a specific income
account.
CAUTIONProcessing receipts without specifying a prepay holding account can cause accounting
problems.
A/P Account The account appears on lookup lists for accounts-payable fields.
Control Account Only a user with the proper security setting can post to the account. (The user must have the Post
to control account option selected on the User screen.)
Expense Account Account used for transactions involving expenses.
End Income Statement
Percent
Last (highest-numbered) account for which percentages print on an income or cash-flow
statement. Inactivates the printing of percentages for higher-numbered accounts. Set this option
for only one account.
TIPIf you prefer not to print percentages on income or cash-flow statements, select this option on
the first heading account in your chart of accounts.
Exclude from RegistersAccount excluded from income registers.
Include in Cash FlowAccount included on cash-flow statements.
NOTEThis selection applies only if the Report Type is Balance Sheet.
Percent Divisor Account used as divisor when calculating percentages on income and cash-flow statements.
Only one account in the chart should be marked as the divisor. If no account is marked as the divisor,
Voyager calculates the divisor as the sum of regular, credit-balance, and income-statement
accounts.
Suppress FinancialA heading account that you do not want to appear on reports.
CAUTIONIf you select this option for non-heading accounts, data problems can occur.
Exclude from Use Account no longer used for posting transactions. Excluded accounts do not appear in lookup lists,
but do appear on reports that include transactions posted to the accounts before they were
excluded.
You can also select this option for report placeholder accounts.
A/R Account Account appears in lookup lists for accounts-receivable fields.
WIP Account Work-in-progress account used by Construction Management.
Exclude from BudgetVoyager omits the account when using Rebuild Standard Account Trees to build the ysi_bf
account tree, and from budgeting calculations that use that account tree.
For more information about account trees, see “Account Trees” on page 83. For information about
Advanced Budgeting or Budgeting and Forecasting, see the appropriate user’s guide.
NOTEThis setting has no effect on native G/L budgets.

19. Yardi Voyager Core Setup Guide 11
Related Accounts Tab
Total into Account into which this account is totaled. All regular accounts and subtotals should total into
another account. If this field is empty, Voyager uses the Total account with the next higher number.
NOTEThe highest-numbered account in the chart should be a Total Balance Sheet account with
a description of Total of All. The Total Assets, Total Liabilities, and Capital accounts should total
into the Total of All account. The Total of All appears on the balance sheet only if the Total of All
is not zero (0), indicating the balance sheet is out of balance.
Offset Cash account for this G/L account.
For transactions that post to multiple accounts, Voyager uses the offset for the account in the first
line of the transaction table. If that account does not have an offset account, Voyager uses the Cash
account from the Accounts and Options screen. You can override the offset account at the
transaction level, but all line items on one transaction offset to the same cash account.
Leave this field empty to use the cash account specified on the Accounts and Options screen.
Hold for NOTEOnly complete this field for a prepayment account. On the Options, tab, the Prepay
Holding check box must be selected.
This field links a prepayment account to an income account.
For example, if you enter the rent G/L account number, Voyager uses this account to hold
prepayments for charges posted to the rent account, and will not use the prepay balance to pay
other charges.
Payable A/P account for invoices that use this G/L account.
Leave this field empty to use the Payable account from the Accounts and Options screen. Users
with appropriate permissions can override this setting at the invoice level.
Receivable A/R Account for charges that use this G/L account.
Leave this field empty to use the Receivable account from the Accounts and Options screen.
Users with appropriate permissions can override this setting at the charge level.
System For a regular G/L account in a chart of accounts other than the native system chart, the equivalent
G/L account in the system chart. Do not complete for heading and total accounts.
NOTEThis field appears only if you have a license for multiple charts of accounts (MCA).

20. 12 Chapter 1: Chart of Accounts
Print Style Tab
Account Tree Tabs
Margin Number of spaces from the edge of the print area to where information about this account should
print. Most users choose different margins for regular, heading, and total accounts.
Advance Distance below the preceding account on reports. Type 1 to print immediately below the preceding
account; type 2 to insert one empty row above the account; type 3 to insert two empty rows; and
so on.
Double Underline Prints a double underline below this account on reports.
Bold Account appears in bold type on reports.
Italic Account appears in italic type on reports.
Account Tree
Tabs

21. Yardi Voyager Core Setup Guide 13
Two of the tabs on the GL Account screen are related to account trees: the Add in Trees tab and the
Exist in Trees tab.
For more information, see “The G/L Account Screen and Account Trees” on page 96.
Validating a Chart of Accounts
Overview
Voyager includes a chart of accounts validation tool that you can use to analyze a COA before you
import it into Voyager.
The tool reads a CSV file and spots various issues with account mapping, for example, a heading
account that does not have a corresponding total account. You can then use to tool to edit the COA,
correcting problem accounts, and save the chart as a CSV file that can be imported into Voyager (using
the normal ETL import).
This tool can be used to validate a COA during an implementation, or it can be used to validate the cur-
rent Voyager COA. (You can load the current COA into the validation tool as a CSV file.)
CSV File Preparation
This section describes the contents of each column in a COA CSV file.
In this section:
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
CSV File Preparation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Using the Validation Tool (Generic Procedure). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Using the Validation Tool (Detail) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Column Contents
A The account number.

22. 14 Chapter 1: Chart of Accounts
Special Characters
The following special characters are not permitted in a COA file:
< > ( ) : ; ' " ` ~ , @ ^ # % * + ? $ !
The validation tool will remove them automatically.
The ampersand character (&) is a special case: the validation tool removes it and replaces it with the
word “and”.
B Normal balance of the account.
0 = Debit
1 = Credit
C Account type
0 = regular
1 = heading
2 = total
D Report type
0 = income statement
1 = balance sheet
E Account name
F Margin
The margin is the number of spaces from the edge of the print area to where information about this
account should print. Most clients choose different margins for regular, heading, and total
accounts.
G Total into (the account number of the total account that this account should be totaled into).
H Chart number.
If you have a single chart of accounts, enter 0 (for system chart). If you use multiple charts of
accounts, enter the appropriate chart number.
The columns shown above should be the only columns present in the CSV file. If there are additional columns, the
validation tool will return an error message.

23. Yardi Voyager Core Setup Guide 15
Using the Validation Tool (Generic Procedure)
To validate a COA
1In System Administration, select Toolbox > Validate COA.
2Load a CSV file:
Click the Browse button, and select a CSV file on your local system. Then click the Read Data
button.
Or:
Click the Read from DB button to load the current COA as a CSV file.
You can make changes to the CSV file using the tool, but you cannot change the current COA — to do that, you have
to change the underlying G/L accounts one at a time.
Browse button
Read from DB button

24. 16 Chapter 1: Chart of Accounts
Voyager loads the CSV file, and displays the COA in the bottom half of the screen.
Voyager displays the COA in pages, with 150 accounts on each page. In the screenshot above, there
are five separate pages.
3Use the screen to trouble-shoot and edit the COA. Problem accounts are highlighted in red.
4If you make any changes to the COA, click Re-Validate. Voyager runs the validations checks again
and updates the problem accounts (the red highlighting and the Issue Descriptions).
5When you have finished editing, click the Export button.
6Save the “new” version of the CSV file to your local system.
7Use ETL to import the COA to Voyager.
Due to space limitations, the screenshot does not show the entire screen. Some of the columns on the right are cut
off.
Click Re-Validate before you export, so that the exported file will have all the changes you made.
Page numbers

25. Yardi Voyager Core Setup Guide 17
Using the Validation Tool (Detail)
This section describes each section of the Validate COA screen in detail.
Top Part of Screen
Screen Buttons:
Account Settings:
Browse Select a CSV file on your local system.
Read Data Uploads the CSV file to Voyager.
Export Exports a finished COA (allows you to save the file on your local system).
Clear Clears the screen.
Use with caution. If you have loaded a CSV file, this button will clear the file (and you will have to
start over again).
Read from DB Reads the current COA into the tool as a CSV file.
You can make changes to the CSV file using the tool, but you cannot change the current COA —
to do that, you have to change the underlying G/L accounts one at a time.
Account Length
Pad With
Pad
These three fields work together and allow you to change the length of the account numbers in the
chart. For example, you can add extra zeros at the end of each account number.
The Account Length field displays the current length of the account number field (length = the
number of characters). Enter the desired length of the account number. For example, if the current
length is 4 and you want to add four zeros at the end of each number, enter 8.
In the Pad With field, enter the digit that you want to use for the additional account numbers. For
example, if you want to add four zeros at the end of each account number, enter 0.
In the Pad field, the options are None, Left, and Right. Selecting Left puts the character in the Pad
With field at the start of each account number; selecting Right puts them at the end.
To continue with the previous example, if you want to add four zeros at the end of every account
number, select Right in the Pad field.
Click the Re-Validate button, and Voyager will change the account numbers.
NOTEWhen you import the finished chart into Voyager, the account length must match the
setting in Accounts & Options. If not, the import will fail.

26. 18 Chapter 1: Chart of Accounts
Financial Statement GL Account Ranges
This section displays account ranges by account type:
Asset
L & E (Liabilities and Equity)
Revenue
Expense
To determine the account ranges, the validation tool looks for key words in the account descriptions.
For Assets, the tool looks for the word Assets for the start of the range, and Total Assets or Net
Assets for the end.
For Liabilities and Equity, the tool looks for the words Liabilities & Equity or Liabilities and Equity
for the start of the range, and Total Liabilities & Equity or Total Liabilities and Equity or Net Lia-
bilities & Equity or Net Liabilities and Equity for the end.
For Revenue, the tool looks for the word Revenue for the start of the range, and Total Revenue or
Net Revenue for the end.
For Expenses, the tool looks for the word Expenses for the start of the range and Total Expenses or
Net Expenses for the end.
The key words are not case sensitive. For example, the word “assets” could be written as ASSETS,
Assets, or assets.
If your chart does not match the criteria described above, the ranges will not populate automatically
when you select Read Data; instead, you will need to enter the ranges manually and click Re-Validate.
The Chart field displays the number of the chart. If you have a single chart of accounts, it will display 0
(for system chart). If you use multiple charts of accounts, it will display the appropriate chart number.
Account DescriptionAllows you to edit the case of the account descriptions, according to account type (header, regular,
or total).
For example, if you want to make all the heading accounts appear in all caps (ASSETS, for example,
instead of Assets), select Upper Case in the Header dropdown and click the Re-Validate button.
The options are Upper Case, Lower Case, and Proper Case.
Proper Case means initial caps only, for example, Total Assets.

27. Yardi Voyager Core Setup Guide 19
COA Table
The lower half of the screen displays the accounts in the chart.
Problem accounts are highlighted in red and a description of the problem appears on the right, for
example, Corresponding total record not found.
You can edit any of the fields except Row No., FS Type, and Issue Desc. After making changes, click
Re-Validate, and Voyager will save the changes and run the validation checks again.
FS Type refers to the type of account as used in a financial statement: Asset, L & E (Liabilities and
Equity), Revenue, or Expense. The validation tool determines the type based on the account ranges
used in the Financial Statement GL Account Ranges section of the screen. The FS Type is used in
some of the validation rules.
Right side of screen:

28. 20 Chapter 1: Chart of Accounts
You can filter the accounts shown in the table. After making a filter selection, click Go.
Error Messages
This section explains the various error messages that might appear. The error messages are meant to
point out potential issues. Not every “error” found by the validation tool needs to be fixed by changing
the account information. Conversely, the validation tool will not find every problem in a COA. You need
to review the chart carefully before saving the changes and importing it into Voyager.
Show Options include:
All Accounts
Accounts with Issues/Problems
A specific problem type, for example, Corresponding Total Record not found.
A problem type appears only in the menu if the validation tool has found it in the chart.
If you select All Accounts, the problem accounts are highlighted in red. For the other
selections, there is no highlighting, since all of the accounts displayed are problem
accounts.
The error messages are explained in the next section of this document.
Account Type Options include: All, Heading, Regular, and Total.
Normal Balance Options include: All, Debit, and Credit.
Report Type Options include All, Income Statement, and Balance Sheet.
Total Into Account does not appear to
be correct based on Description
Based on the Account Description, the Total Into Account appears to be wrong.
For example, in the chart, the heading account Assets currently totals into Total
Other Assets.
This message appears because the tool is expecting Total Assets, not Total Other
Assets.
Total Into Account does not match
next sequential Total Account
For this account, the Total Into Account is not the next available total account in the
chart.
For example, account 1030.0000 totals into 1055.9999. However, the next available
total account in the chart is 1039.9000.
The tool expects that the Total Into account would be 1039.9000, not 1055.9999.
Duplicate Account found Two accounts (or more) have the same account number.
Normal Balance of account appears to
be incorrect
Based on the Financial Statement Type, the Normal Balance does not appear to be
correct.
This error is common for the Total of All account because it is out of the balance sheet
range of accounts.
Regular Account cannot have a prefix
of 'Total' or 'Net'
The tool found a regular account with a prefix of Total or Net.
Change it to a total account, or, if it should be a regular account, remove Total or Net
from the Account Description.

29. Yardi Voyager Core Setup Guide 21
Total Into Account number should be
greater than this GL Account number.
The account specified as the Total Into Account is higher up on the chart than this
account. The Total Into Account should be lower down on the chart of accounts.
Missing Total Into Account The Total Into Account is blank and needs to be filled in with the appropriate total
account number.

30. 22 Chapter 1: Chart of Accounts

31. 23
CHAPTER2
Cash versus Accrual Accounting
This chapter describes cash accounting versus accrual accounting.
Overview of Cash vs. Accrual Accounting
The cash method and the accrual method (sometimes called cash basis and accrual basis) are the two
principal methods of keeping track of a business's income and expenses.
These methods differ in the timing of when transactions are credited or debited to your accounts.
Accrual accounting recognizes income when charges are created, and it recognizes expenses when
invoices are entered.
Cash accounting recognizes income when it is received, and it recognizes expenses when invoices
are paid.
In accrual accounting, there are two holding accounts: Accounts Receivable, the holding account
between charges and receipts, and Accounts Payable, the holding account between payables and pay-
ments. In cash accounting, there are no holding accounts.
Voyager tracks BOTH accrual and cash accounting for each transaction. When you run a financial
report, you can decide if want to see the Accrual or Cash book.
In this section:
Overview of Cash vs. Accrual Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Option to Ignore Cash Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Adding Custom GL Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Book field

32. 24 Chapter 2: Cash versus Accrual Accounting
Charges and Receipts
The following table shows how charges and receipts affect G/L accounts in accrual and cash account-
ing.
Payables and Payments (Checks)
The following table shows how payables and payments affect G/L accounts in accrual and cash
accounting.

33. Yardi Voyager Core Setup Guide 25
Option to Ignore Cash Accounting
For clients that use pure accrual-based accounting, there is an option to ignore cash accounting:
OptIgnoreCashBooks.pkg
When the parameter is loaded, transactions that would normally hit the cash books are no longer
posted to them. In additions, the cash books are no longer available in lookups. This parameter was
desgined to increase performance for clients who use pure accrual-based accounting.
If you load OptIgnoreCashBooks.pkg, you must also load another package:
OptNoChargeWriteOffJE.pkg
Additional Information
If you load the package, system-generated journal entries continue to show both books, but, if you
look at the financial statements, you see that Accrual is the only book that is updated. Cash does not
show activity for system-generated journal entries.
System-generated journals are designated as Both in case you decide to unload the package and use
the Cash book again. If you do this, you need to rebuild the GL in order to repopulate the Cash lines in
the GLDetail, Total and GLTotal tables.

34. 26 Chapter 2: Cash versus Accrual Accounting
Adding Custom GL Books
In addition to Cash and Accrual, you might need other books, for example:
Tax
Depreciation
13th Month
To meet this requirement, Voyager allows you to add custom books.
First, you add the book names in the Environment Labels screen (shown below). After this, the books
are available in lookups. You can post to custom books via journal entries. Other transaction types,
such as charges or payables, can only be posted to Cash and Accrual.
To add custom GL books
1In System Administration, select Admin > Environment. The Environment Labels screen appears.
2In the List Options section, scroll down to GL Book Names and select it.
3Click Display. The Label Values tab displays the current GL book names.
4In the Text column, enter the names of the custom books you want to add.
5Click Save.
GL Book Names

35. Yardi Voyager Core Setup Guide 27
After Adding Books
After you add additional GL books, they are available in lookups.
Book field
Book lookup
Custom
books

36. 28 Chapter 2: Cash versus Accrual Accounting

37. 29
CHAPTER3
Charge Codes and AR Configuration
This chapter describes two related setup tasks: creating charge codes and A/R configuration.
Charge Codes
Charge Code Overview
Whenever you create a charge in Voyager (or set up a recurring charge), you select a charge code.
In this section:
Charge Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
AR Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
In this section:
Charge Code Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Adding Charge Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
Charge Code field

38. 30 Chapter 3: Charge Codes and AR Configuration
Each charge code is linked to a G/L account. Selecting a charge code tells the system which account
the charge will affect.
A typical set of charge codes would include the following:
prepay
rent
deposits (key, rent deposit, etc.)
miscellaneous
write offs
Adding Charge Codes
Setup > System > Charge Code
Code Use short, easily remembered codes like “gas” or “water” or “maint” to reduce user reliance on
lookup lists.
A charge code can be no longer than eight characters.
Description Enter a complete description of the charge code. The description appears on the transaction screen
after you select a code.
Type RentFixed charge for a specific period for rent, rent increases, rent concessions, regular condo
fees, and so on. (Fees for parking spaces and storage areas typically use the Misc type.) Voyager
displays the sum of Rent-type charges in the Rent field on the Resident screen (Residential and
other multifamily products), Lease screen (Commercial), or Scheduled Charges tab of the Owner
screen (Condo, Co-op, and HOA).
MiscAny charge other than rent, CAM or overages.
CAMVariable charge for common-area maintenance (expense recovery) charges or other charges
based on commercial property expenses. Voyager calculates CAM charges based on expense
accounts.
OvgVariable overage charge based on a retail tenant’s reported sales or revenue. For more
information about using sales overage and percentage rent charges, see the Voyager Commercial
User’s Guide.

39. Yardi Voyager Core Setup Guide 31
Charge Codes and A/R Accounts
When you set up a charge code, you only specify the income account. Voyager uses the default A/R
account for the balancing credit (or debit).
If you want to specify another A/R account, you can do that on the account setup for the income
account. Open the G/L Account screen (Setup > System > Review G/L Account) and, on the Related
Accounts tab, complete the Receivable field.
Sales Tax (US)
For US domestic clients who need to add sales tax to charges, there are two requirements:
At the system level, the charge code must be set up with Tax = Yes. This means that the charges are
taxable.
At the property level, the Property Control screen must include the setup for sales tax.
The screenshot above is taken from the Property Defaults section of the Property Control screen
and shows the fields that must be completed for sales tax.
Tax Yes Voyager adds sales tax to charges created with this charge code.
No Voyager does not add sales tax.
NOTE Yes means “this charge is taxable.” It does not mean “this charge is a tax.” Do not select Yes
for the charge code for taxes.
This column appears only for US domestic clients. For more information, see “Sales Tax (US)” on
page 31.
Account G/L account to which charges post. The account must be a credit-balance account, either income
or liability.
For CAM charges, this is the charge-back account, which is typically an income account, but
sometimes a liability account.
Tax charges typically post to a liability account.
Overage charges post to an overage income account.
NOTEVoyager bases GPR rent and concessions reporting on the G/L account rather than the
charge code. All rent charge codes must post to the same G/L account, and nothing other than rent
should post to that account.
[Segment Name] If your Voyager setup includes G/L segments, a column for each segment appears to the right of the
Summary column. The graphic above includes a column for the Intercompany segment. You
associate charges with segments by using a charge code linked with a segment value. For more
information about segments, see the Segments User’s Guide.
Sales Tax Select Yes.

40. 32 Chapter 3: Charge Codes and AR Configuration
AR Configuration
System Administration: System > AR Configuration
The AR Configuration screen has two tabs: Accounts & Options and Receivable Charge Codes.
Tax Rate Enter the current rate for sales tax.
Tax Charge Code The charge code used for sales tax.

41. Yardi Voyager Core Setup Guide 33
Accounts & Options Tab (AR Configuration)
The Accounts & Options tab is used for two AR features: Quick Receipts and Quick Cleanup.
Quick Receipts Section
Quick Cleanup Section
Unapplied Charge Code The charge code for unapplied funds. If you do not distinguish between unapplied cash
and prepayments, enter the charge code for prepayments.
Current Post Month Only If selected, the Quick Receipt screen will display outstanding charges only for the post
month selected by the user (in the Quick Receipt screen, or in the Fill filter available from
the Quick Receipt screen).
If you select this option, the prepayment and unapplied tick boxes appear on the Quick
Receipt screen, allowing you to distinguish between prepayments and unapplied cash.
Allowed Difference When the amount of the receipt does not match the amount of outstanding charges:
If the difference is within the allowed amount, the system uses the receipt to pay off the
charge. The difference goes to Unapplied Funds.
If the difference is greater than the allowed amount, the system puts the entire amount
of the receipt in Unapplied Funds and does not pay off the charges.
NOTEThis option only applies if you select the Current Post Month Only setting.
Include Prepays with Open
Charges
The Open Charges Fill Method is designed to show the amounts of recurring charges. If
you select this option, the amounts shown will include prepays.
Default to Auto Apply Any prepayments created by the Quick Receipt feature will be marked as “auto-apply.”
When charges are raised that match these prepayments, Voyager will automatically apply
the prepayments to the charges and create zero receipts.
Quick Cleanup Threshold The threshold for charges and overpays (only charges and overpays smaller than this
amount will be available to write off).
Quick Cleanup Charge CodeThe charge code for the Quick Cleanup feature.

42. 34 Chapter 3: Charge Codes and AR Configuration
Receivable Charge Codes Tab
Use the Receivable Charge Codes tab to specify default charge codes for rent, deposit interest,
deposit refund, deposit, and other standard categories. The defaults are used by the Move-In, Move-
Out, and Deposit Refund functions.
Do not use the same charge code for deposits and deposit refunds. These must be tracked and
reported separately.
The first four fields (Rent Charge Code, Deposit Interest, Deposit Refund, and Deposit) are stan-
dard. The remaining fields are user-configurable.

43. 35
CHAPTER4
Bank Accounts
This chapter describes setting up basic bank account information. Formatting checks is described in
the next chapter: “Check Printing” on page 43.
Bank Account Overview
A bank account in Voyager is a “mirror” of a real bank account. Every transaction in the real bank
account should be reflected in the Voyager account (every deposit, check, NSF fee, and so on). The
bank account in Voyager is used to track the real bank account, in the same way a check book is used
to track a personal checking account.
On a periodic basis (typically monthly) you reconcile the Voyager bank account with the real bank
account. (For information on reconciliation, see the Core User’s Guide.) Reconciling allows you to catch
errors that you might have made in Voyager, and errors that the bank might have made.
Voyager can also be used to print checks or generate electronic files for EFT. In this case, information in
the bank account setup is used to process payments.
A bank account is not a G/L account, but it is linked to one or more cash accounts in the G/L, and tracks
all the transactions that affect cash. Bank accounts can be linked to multiple properties.
In this chapter:
Bank Account Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
Bank Account Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
Bank Accounts for Tenant Deposits (Global Users). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42

44. 36 Chapter 4: Bank Accounts
The following screenshot shows a bank account linked to several properties. In this example, the bank
account is linked to two G/L accounts (two cash accounts) per property.
The balance in the bank account should equal the total of all the cash accounts linked to it.
You can use the Property Funds report to view the cash accounts linked to a specific bank account (G/L
> Banking > Bank Reports > Property Funds Report). The report shows the balance of each cash
account.
Property/GL account combinations

45. Yardi Voyager Core Setup Guide 37
Bank Account Setup
Setup > System > Add Bank Account
Code Identifies the account within Voyager.
Account #
The actual account number.
Description The name of the bank, or other identifying information.
Number of Days for
Clearing
Not currently used.
Tenant Deposit Used by Voyager International.
This is a read-only field that indicates the bank account was set up for tenant deposits.
For more information, see “Bank Accounts for Tenant Deposits (Global Users)” on page 42.
Reconciliation Date and
Balance
Voyager completes these fields after you reconcile the account. For more information, see the
Voyager Core User’s Guide.
Inactive Makes the account unavailable for transactions.
Inactive Date Date the account was made inactive. Completed manually.
NOTEThis field is informational only. Entering a future date will not cause the account to become
unusable on that date. You must manually select the Inactive check box to prevent the account
from being used.

46. 38 Chapter 4: Bank Accounts
Property G/L Tab
Next Numbers Tab
Property Codes for properties that use this bank account. Click the button in the column to view the property
lookup list.
G/L Account G/L cash account for the property. Click the button in the column to view the account lookup list.
You must specify a cash account for each listed property.
Multiple property/cash account combinations can be linked to the same bank account.
Each property/cash account combination, however, can be linked to only one bank account.
Do not change these settings after initial setup unless advised to do so by Yardi technical support. Voyager
automatically updates these fields as it processes transactions.
Check # Number of the next check.
NOTELeave this field empty until just prior to printing your first check.
EFT Check # Number for the next electronic payment transaction.
Deposit # Number of the next deposit.
NOTELeave this field empty until just prior to recording your first deposit.
EFT Deposit # Number for the next EFT deposit.
Adjustment # Number for the next adjustment. The default is zero. Change the starting number if you want to
start from where the numbering for a previous system or bank left off.

47. Yardi Voyager Core Setup Guide 39
MICR Bank Account Tab
If you print checks on blank MICR (Magnetic Ink Character Recognition) check stock, complete fields
on the MICR Bank Account tab. If your bank information is preprinted on your check stock, leave the
fields empty. (Setting up the formatting for check printing is described in the next chapter of this man-
ual.)
Name Bank name.
Address 1-3 Bank address.
ABA Number American Bankers Association routing number identifying the bank and its branch. The format is
typically ##-###/###.

48. 40 Chapter 4: Bank Accounts
Data Menu
The Data menu contains links to screens for entering additional bank account setup and check format-
ting:
Check MICR MICR number.
Use a letter n for each numeral in the check number. For example, if the check number is five
numerals, you would type nnnnn.
Use double quotation marks (“) for the on-us symbol ( ). This symbol appears before and after the
check number and after the account number.
Use a colon (:) for the transit symbol ( ). This symbol appears before and after the routing number.
Use a hyphen for the dash symbol ( ). This symbol is sometimes used within account numbers.
(The hyphen is the key between the zero and equal sign at the top of the keyboard, or the minus
sign on the number pad.)
yCheck adds the amount symbol ( ) around the amount during check printing.
Example
For the above MICR line on a check, you would type “nnnnn”:012345678: 225-162187”. This
example uses spaces between the check number, the routing number, and the account number.
For the check number (21110 in the example), type a placeholder consisting of one letter n for each
numeral, with double quotation marks (“) before and after for the on-us symbol, for example,
“nnnnn”.
For the routing number (012345678 in the example), type the number, with a colon before and after
for the transit symbol.
For the account number (225-162187 in the example), type the number, with a hyphen if needed,
followed by double quotation marks for the on-us symbol.
Deposit MICR MICR number.
See the description of the Check MICR field for additional information.
Name Payer name.
Address 1-4 Payer address.
Attachment Adds an attachments to the bank account record.
Check Format Sets up the format for printing checks. See “Check Formatting” on page 44.
Blank Check Prints a blank check.

49. Yardi Voyager Core Setup Guide 41
Test Check Prints a test check for testing formatting. See “Printing a Test Check” on page 61.
NOTEYou cannot use Test Check for checks that use a Crystal Reports check format.
EFT Setup Sets up the bank account for electronic payment processing. For more information, see the
Electronic Payment Processing User’s Guide.
Credit Card Setup Sets up the bank account for credit-card transactions. For more information, see the Electronic
Payment Processing User’s Guide.

50. 42 Chapter 4: Bank Accounts
Bank Accounts for Tenant Deposits (Global Users)
In some countries and regions there is a legal requirement to keep tenant deposits in separate bank
accounts. In this case, you would set up separate bank account records in Voyager to match each phys-
ical bank account.
In Voyager International, select Banking > Add Tenant Bank Account. The Bank Account screen
appears.
The Bank Account screen for tenants is the same as the regular Bank Account screen, except the
Tenant Deposit check box is selected by default and the data grid contains an extra column for ten-
ants.
For a regular bank account, each property/GL account combination must be unique. (This means that
for a given property, only one G/L account can be linked to a bank account.)
If this requirement was in place for tenant deposit bank accounts, you would have to add a unique G/L
cash account for each tenant, and that could expand your chart of accounts dramatically.
For tenant bank accounts, the requirement is different: you can use the same G/L account as long as
the tenant is unique. (The property/GL account/tenant combination must be unique.)
Tenant column
Tenant Deposit check box

51. 43
CHAPTER5
Check Printing
This chapter describes how to set up Voyager for printing checks, how to add signatures and other
graphics to checks, how to print test checks, and how to copy check-format information from one bank
account record to another.
yCheck
Yardi yCheck is a standalone Windows application for printing checks from Voyager. It must be
installed on each workstation from which checks will be printed. It launches automatically when you
print checks from Voyager, providing a screen from which you can choose a printer and adjust print
settings.
Because setting up check printing involves printing test checks, you need to install yCheck before you
proceed. For more information, see the Voyager Core Administration and Setup Guide.
There are four versions of yCheck:
yCheck2
Silverlight
VB.NET client
Classic yCheck (.exe)
In this chapter:
Check Formatting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44
Check Signature Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
Check Sort Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58
Printing a Test Check. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61

52. 44 Chapter 5: Check Printing
In the AP Configuration screen, you specify which version of yCheck you are going to use.
With yCheck2, Silverlight, and VB.NET, signature files are stored by default in the database, but there is
an option to store them on a workstation or network drive.
With Classic yCheck, signature files are stored on a workstation or on a network drive.
Check Formatting
Check formatting is the process of setting up Voyager to print checks.
You can use a check from the bank as a model, measure the location of each component with a ruler,
and then enter the measurements in Voyager. Print a test check and compare it with the original, and
then change the settings in Voyager as needed.
Voyager accepts most blank check stock. If you have questions, contact Yardi Technical Support.
Setting Up Check Formats
On the Bank Account screen, select Functions > Check Format.
In this chapter:
Setting Up Check Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Copying a Check Format From One Account to Another . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Select the yCheck client type

53. Yardi Voyager Core Setup Guide 45
(To open the Bank Account screen, select Setup > System > Review Bank Account.)
Language Displays the language selected on the Bank Account screen.
This option appears only if your license includes International.
Check Type Native laser check options include a check-stub section for your files. If you use 8.5 × 11 stock, that
section can be a copy of the check or a copy of the stub. If you use 8.5 × 14 stock, Voyager prints a
copy of both the check and the stub.
Use duplicate stock if you want file copies for dot matrix tractor-feed checks.
If you use Crystal Reports or SSRS to format your checks, enter the name of the file below, in the
Crystal/SSRS File field.
If your check type is not listed, choose Custom and complete the Custom Settings section.
Crystal/SSRS File File containing Crystal Reports or SSRS check formatting information.
The file must be located in the default path location specified on the Accounts and Options screen.
For information about creating a Crystal Reports/SSRS check formatting files, contact Yardi
technical support.
Stub Position Location of the stub for laser checks.
Custom Settings Distance in inches from the top of the sheet for the check, the stub, and the file copy, and whether
the file copy includes a copy of the stub, the check, or both.
Printer’s Top MarginUnprintable area at the top of the check.
Stub Top Margin Distance from the perforation between the check and the stub to the first line of text on the stub.
Left Margin Unprintable area on the left side of the check.
Max Items Maximum number of transaction detail lines that can print on a single check stub.

54. 46 Chapter 5: Check Printing
Sample Check
The sample check shown above includes all the components of a typical check. We include it as a refer-
ence, so that you can see the typical location of each check component.
Check formatting is divided into three tabs:
Per-Check Fields — information that varies on individual checks: the payee name, the amount, and
the memo.
MICR Bank Acct — information about the bank: the name, address, the routing number, account
number, and check number (only the check number varies per check).
Background Text — generic text that is common to all checks: “Pay to the order of,” “Date,” and
“Memo,” for example.
Per-Check Fields Tab

55. Yardi Voyager Core Setup Guide 47
This tab is used for information that varies check to check. The following fields require explanation:
MICR Bank Acct Tab
This tab is used to format the information about the bank. (The information comes from the MICR
Bank Account tab on the Bank Account Info screen.)
Background Text Tab
Memo There is an option on the Vendor screen — Check Memo from Inv — that controls where
the check memo comes from.
If this option is selected, the memo comes from the Notes field at the top of the Payable
Invoice screen.
If not selected, the memo on the check comes from the Memo field on the Vendor screen.
NOTEThe line-item Note on the Payable Invoice screen appears on the check stub.
Extra Pay-To Used for the secondary vendor in the Job Cost module.
Secondary vendor information is entered on the Contract screen, and then flows to the
Payable and the Process Checks screens. You can also enter it directly on the Process
Checks screen.
Signature line (made with the underscore key).

56. 48 Chapter 5: Check Printing
This tab is used to format generic text on the check.
The example shown above includes a signature line (produced with the underscore key).
Formatting Fields
Most of the following fields appear on all three tabs. The Text or Bitmap and Only Print if Check
Amount is fields appear only on the Background Text tab.
Text or Bitmap TextText that should appear on the check.
BitmapThe bitmap file name in braces, for example, {signature.bmp}.
For information about adding bitmaps, including when you must include the path with the file
name, see “Check Signature Files” on page 50.
Left Edge Distance from left edge of stock (but does not include the margin amount). For example, if you
enter .5 and the margin is .5, the actual distance from the left edge will be 1.0.
Top Distance from top of stock (but does not include the margin amount).
If you want to adjust all the items on the check (to move them up or down together), change the
margin amount.
Font Font used.
Size Type size in points.
Bold, Italic, UnderlineText attributes.
Only Print if Check
Amount is
The minimum and maximum limits for which the background element will be printed.
For example, if you want a signature bitmap to print on checks only if the value is less than $10,000,
enter 10000 in the To field.
If you leave both fields set to zero, the element prints on all checks.
NOTEThe From and To amounts set the limits of the range, but are not included in the range. For
example, if the To field is set to 10,000, 9999 is included in the range but 10,000 is not.

57. Yardi Voyager Core Setup Guide 49
Copying a Check Format From One Account to Another
To copy a check format
1Open the Bank Account screen for the account you want to copy the check format to.
2Click the Check Format link on the Functions menu. The Check Format screen appears.
3Select the bank account you want to copy the check format from:
You can only select one option.
4If you completed the Link To Bank field, click the Save button.
5If you completed the Load From Bank field, click the Load Bank button.
Link To Bank Links the check-format information in the current record to the check-format information in the
linked-to record.
Changes to formatting for the linked-to account apply to all linked accounts. You cannot make
changes to a linked-from account without removing the link.
This option is useful for accounts with identical check formats.
Load From Bank Copies check-format information from one record to another, leaving the current record
editable.
This option is useful for accounts with similar but not identical check formats.
Load Bank Format section

58. 50 Chapter 5: Check Printing
Check Signature Files
Preparing the Files
In an image-editing application, set the image size to the actual size at which you want the image to
print and the resolution of the printer that you use for printing checks. For signatures, a width of 2.5
inches by a height of 0.5 inches works for many check configurations.
The resolution of the graphic must match the printer resolution. For example, if you print to a 600-dpi
(dots per inch) printer, save the image at 600 ppi (pixels per inch). You can use a scanning or image-
editing application to enlarge or reduce the image to the desired print size, but after modifying the
image, ensure that the image resolution (ppi) matches the printer resolution (dpi).
Save the image as a bitmap (.bmp) file.
For Classic yCheck, the first three letters of the filename must be “sig”; for example, signature.bmp or
siglogo.bmp.
Signature File Locations Overview
Depending on which version of yCheck you use, there are different locations for the signature files:
In this section:
Preparing the Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Signature File Locations Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
yCheck2, Silverlight, or VB.NET (Default Location). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
yCheck2, Silverlight, or VB.NET (Other Locations) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Classic yCheck (Default Location) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Classic yCheck (Other Locations) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Classic yCheck (Other Locations) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
yCheck2,
Silverlight or
VB.NET
Default LocationStored in the Voyager database.
Other LocationsYou can store the files locally or on a network drive. In this case, you enter the location
when you print checks.
Classic yCheck Default LocationStored in the yCheck folder on a local workstation.
Other LocationsYou can store the files in another location (on the same workstation, or on a network
drive). In this case, you enter the location in the bank setup and when you print checks.

59. Yardi Voyager Core Setup Guide 51
yCheck2, Silverlight, or VB.NET (Default Location)
The default location for signature files is the Voyager database.
AP Configuration Setting for Signature Files
Do not select the Signature Files on Workstation option.
To load the signature files into the database
1Select Setup > Check Signature. The Check Signature screen appears.
Signature Files option not selected

60. 52 Chapter 5: Check Printing
2Click New. The Edit Check Signature screen appears.
3Complete the fields on the screen.
4Click Browse and locate the signature file on your local system.
5Upload the file. The Signature field gives a preview of the file.
6Click Save.
Setup in the Check Format Screen
In the Background Text tab, in the first empty Text or Bitmap field, type the file name of the graphic
in braces.
Printing Checks: Signature File in Default Location
When you print checks, there is no option for changing the location of the signature files. The system
looks for them in the database.
Signature file name

61. Yardi Voyager Core Setup Guide 53
yCheck2, Silverlight, or VB.NET (Other Locations)
AP Configuration Setting for Signature Files
Select the Signature Files on Workstation option.
Loading the Files
Place the files in a folder on the local workstation, or on a network drive. Note the path to the folder.
Signature Files on Workstation

62. 54 Chapter 5: Check Printing
Setup in the Check Format Screen
In the Background Text tab, in the first empty Text or Bitmap field, type the file name of the graphic
in braces.
Printing Checks: Signature File in a Non-Default Location
Enter the path in the Signature Location field.
The system keeps a record of the path you enter. The next time you print checks, the field displays the
path again.
There is no need to enter the file path.
Signature file name
Signature Location

63. Yardi Voyager Core Setup Guide 55
Classic yCheck (Default Location)
Storing the signature files in the yCheck folder on a local workstation works well if you print checks
from only one workstation.
If you print checks from multiple workstations and store them on each workstation, you must put the
file in the same location on each workstation.
AP Configuration Setting for Signature Files
For Classic yCheck (.exe), select Signature Files on Workstation.
Loading the Files
Put the files in the following location:
C:\Program Files (x86)\Yardi Systems\yCheck
If you want, you can create additional folders per bank (with the bank name).
Signature Files setting

64. 56 Chapter 5: Check Printing
Setup in the Check Format Screen
In the Background Text tab, in the first empty Text or Bitmap field, type the file name of the graphic
in braces.
Printing Checks: Signature File in Default Location
If the signature file is in the default location, there is no need to specify the location when you print
checks.
When the screen opens, the Bitmap Location field is automatically set to Default. Do not change it.
Classic yCheck (Other Locations)
This method is appropriate if you print checks from multiple workstations and want to locate the
graphic files in one place — in a network folder.
AP Configuration Setting for Signature Files
Select Signature Files on Workstation.
Even though the signature files are on a network drive, you should still select this option. (The option
means that the files are not in the database.)
Signature file name
Bitmap Location = Default

65. Yardi Voyager Core Setup Guide 57
Loading the Files
Place the files on a network drive. Note the path to the folder.
Setup in the Check Format Screen
In the Background Text tab, in the first empty Text or Bitmap field, enter the path and file name of
the graphic in braces.
For example: {\\YSICAWEB193\SIgnature\sigdabank.bmp}
Printing Checks: Signature Files in a Non-Default Location
When the screen opens, set the Bitmap Location field to UNC and enter the path to the folder.
Path and file name
Bitmap Location = UNC Path to folder

66. 58 Chapter 5: Check Printing
Check Sort Order
Check Sort Order for yCheck2
With yCheck2, you can set a default for the check printing sort order.
In the AP Configuration screen, complete the Default YCheck2 Printing Order By fields. Select the
primary sort method in the field on the left, and the secondary sort method in the other field.
For both fields there are four options:
BankSort alphabetically by bank name.
Check #Sort by ascending check number.
PayeeSort alphabetically by payee name.
DateSort by check date.
The secondary method is only used if there is a tie. For example, Voyager first sorts the checks by bank.
For some banks, there are multiple checks. These checks are then sorted by check number.
In this section:
Check Sort Order for yCheck2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Check Sort Order for Silverlight, VB.NET, and Classic yCheck . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Default YCheck2 Printing Order By fields

67. Yardi Voyager Core Setup Guide 59
You must complete both fields—primary and secondary.
If you print checks from the Process Payments screen, Voyager uses the default sort order set here.
There is no option to change the default.
Write Checks Screen and the Sort Order
If you print checks from the Write Checks screen, there is an option to change the check printing sort
order.
The fields default to the values set on the AP Configuration screen. You can change the sort order
here.
Check sort fields

68. 60 Chapter 5: Check Printing
Check Sort Order for Silverlight, VB.NET, and Classic yCheck
For Silverlight, VB.NET and Classic yCheck you can set the check printing sort order in the Print Checks
screen.
Complete the Sort Keys section of the screen.
PayeeSort alphabetically by payee name.
DateSort by check date.
Check #Sort by ascending check number.
BankSort alphabetically by bank name.
The secondary method is only used if there is a tie. For example, Voyager first sorts the checks by bank.
For some banks, there are multiple checks. These checks are then sorted by check number.
The graphic above shows the Print Checks screen for Classic yCheck. For the other options, the screen has a slightly
different appearance.
Sort Keys section

69. Yardi Voyager Core Setup Guide 61
Printing a Test Check
To print a test check
1From the Bank Account screen, click the Test Check link. The yCheck Write Checks screen appears.
2If needed, enter the path to the signature file.
For more information, see “Check Signature Files” on page 50.
3If needed, load the printer with check stock.
4Click Print Checks.
Yardi yCheck must be installed and set up before you can test check printing.
You can save check stock by testing on plain paper.

70. 62 Chapter 5: Check Printing

71. 63
CHAPTER6
Beginning Balances Setup
This chapter describes how to add beginning balances in Voyager.
Beginning Balances Setup Overview
Beginning balances establish the starting point for financial records. You must set up beginning bal-
ances before you can use Voyager for property-management and accounting transactions.
The process includes the following:
1 Add all open transactions (transactions for which you owe money or are owed by others). This
includes security-deposits, open accounts-receivable transactions, and open accounts-payable
transactions. (Depending on your business needs, you might add closed transactions as well.)
Reverse the transactions added via journal entries.
2 Add outstanding checks.
Reverse the transactions added via journal entries.
3 Add vendor 1099 information.
Reverse the transactions added via journal entries.
4 Run a trial balance. It should equal zero. If it does not, review each journal entry and make sure it
was done properly.
5 Add the beginning balances for the G/L accounts via imports or manual journal entries.
You add transaction data and then reverse it so that the transactions appear in the sub-ledgers for res-
idents, vendors, and so on, but do not affect the general ledger. You add beginning balances to set the
starting point for the general ledger.
In this chapter:
Beginning Balances Setup Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63
Beginning Balances Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64

72. 64 Chapter 6: Beginning Balances Setup
The Quick Trans screen, used for security-deposit and accounts-receivable beginning balances,
includes an option you can select to automatically generate the reversing journal entries. For accounts
payable beginning balances, which cannot be created using Quick Trans, you must manually create
reversing journal entries.
Beginning Balances Procedures
Using Quick Trans for Security-Deposit and Accounts Receivable
Beginning Balances
Security Deposits
You set up security deposit beginning balances according to property, using Quick Trans. This process
creates both charges and receipts, and updates ledgers. You must complete this procedure separately
for each property.
A/R
You can add A/R beginning balances with Quick Trans or by creating a charge batch. The advantage of
using Quick Trans is that it can automatically create reversing journal entries, and you can create a lot
of transactions at once. The advantage of using a charge batch is that you can process receivables for
more than one charge code and post month at once. (You could also create some charges with Quick
Trans and some with charge batches.)
This section describes how to add beginning A/R balances with Quick Trans. For information about cre-
ating a charge batch, see the Core User’s Guide.
In this section:
Using Quick Trans for Security-Deposit and Accounts Receivable Beginning Balances . . . . . . . . . . . . 64
Adding Prepay Beginning Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Adding Prepay Beginning Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Adding Accounts Payable Beginning Balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Adding Outstanding Checks Beginning Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Adding Vendor 1099 Beginning Balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Adding General Ledger Beginning Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Do not perform the Quick Trans procedure more than once for the same charge code and property. Doing so makes
ledger data for resident, tenant, and unit-owner records incorrect.

73. Yardi Voyager Core Setup Guide 65
To use Quick Trans for beginning balances
1Select Setup > Quick Trans. The Quick Trans filter appears.
2Complete the filter.
Property Enter the property code.
Charge Code Select the charge code for which you are adding beginning balances.
You must complete this procedure once for each property/charge code combination.
Post Date Typically the current date.
In the Date From field, you specify how this field is used.
Post Month Month the transactions post.
Create Charge and Receipt Use for security deposit beginning balances.
Charge Only Use for A/R beginning balances.
Date From Source of the charge date.
Move In Use for security deposit beginning balances to make the charge date the date that the
tenant moved in.
Filter Use For A/R. Voyager uses the date in the Post Date field on this filter.
Amount From Blank Use for security deposit beginning balances, and enter the amounts manually.
Also use for A/R beginning balances that do not equal rent charges.
Rent Use if the amounts should equal the rent.
Reversing Journal This option allows you to enter beginning-balance transactions without affecting the general
ledger.
We recommend Yes, unless you want to create the reversing JEs manually.
Status Select Current, Notice, and any other status for which there is an associated security-deposit
beginning balance or A/R beginning balance.

74. 66 Chapter 6: Beginning Balances Setup
3Click Display. The Charges tab appears.
4Complete the Date and Amount fields as needed.
5Click Post.
ReCalculate Button
When you click the Display button, a list of tenants appears in the bottom half of the screen, and the
button label changes from Display to ReCalculate.
Click ReCalculate if you make any changes in the top half of the screen (the filter portion). For exam-
ple, after posting a set of transactions for a property, you could change the property code to create a
new set of transactions for another group of tenants. Click Recalculate to display the new list of ten-
ants.
Adding Prepay Beginning Balances
Create a receipt batch to add prepay information to the ledgers for residents, tenants, and so on. After
posting the receipt batch, create a journal-entry batch reversing the transactions, so that the same
transactions don’t affect the general ledger twice.
For information on creating the batches, see the Core User’s Guide.

75. Yardi Voyager Core Setup Guide 67
Adding Accounts Payable Beginning Balances
Create a payable batch to add open invoices to the Voyager database. After posting the payable batch,
create a journal-entry batch reversing the transactions, so that the same transactions don’t affect the
general ledger twice.
For information on creating the batches, see the Core User’s Guide.
Adding Outstanding Checks Beginning Balances
You add checks outstanding to vendors the same way you add A/P beginning balances, except:
You complete the Manual Checks Info section for each payable.
Outstanding checks require reversing journal entries, similar to the other transactions.
Adding Vendor 1099 Beginning Balances
To add vendor 1099 beginning balances
1Use your previous financial-accounting system to determine year-to-date vendor 1099 payments.
2In Voyager, create a payable batch with one invoice for each vendor for the 1099 amount.
3“Pay” each invoice by printing a dummy manual check dated within the 1099-year.
4Create journal entries to reverse the effects of the invoices and the dummy check run.
For information on creating the batches, see the Core User’s Guide.
Adding General Ledger Beginning Balances
After all ledgers (resident, vendor, etc.) have the correct transactions and owed amounts, use a journal
batch to add the starting balance for each G/L account.
Before you add the G/L account balances, you should run a trial balance and make sure it is zero. This is
a check that you have done the other work correctly — that the JEs have zeroed out all the transac-
tions you added.
To make it easier to reverse the transactions, use the same G/L account for all amounts reportable in Box 7.

76. 68 Chapter 6: Beginning Balances Setup

77. 69
CHAPTER7
Accounts Payable Setup
AP Configuration
In this chapter:
AP Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69
Expense Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
In this section:
Accounts Payable Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71
Workflows Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77
Purchase Orders Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78
PAYscan Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78

78. 70 Chapter 7: Accounts Payable Setup
System Administration: System > AP Configuration

79. Yardi Voyager Core Setup Guide 71
Accounts Payable Tab
Payables/Invoice Registers
Number of Detail Lines The default number of detail lines on the Payable Invoice screens is 10.
If you want more lines, complete this field. The maximum number of lines is 100.
Payable Over Budget WarningsIf selected, Voyager displays a warning when you save an AP transaction that causes an
account to exceed a G/L budget (AP transactions are purchase orders, invoice registers, and
payables).
- Over Budget Warning DisplayThis option determines the display of over budget warnings:
MTD/YTDThe transaction amount exceeds either the month-to-date (MTD) or year-to-
date (YTD) budget.
MTD OnlyThe transaction amount exceeds the month-to-date (MTD) budget.
YTD OnlyThe transaction amount exceeds the year-to-date (YTD) budget.
QTD OnlyThe transaction amount exceeds the quarter-to-date (QTD) budget.
Annual OnlyThe transaction amount exceeds the annual budget.
Log Audit History Select this option to log transaction audit history and enable use of the Audit History
report. This report shows the date and time purchase orders, invoice registers, and
payables were changed and the user who made the change.
Workflow and Approver Tabs on
Page
Select this option if you want the Workflow and Approver tabs to appear at the bottom
of the Payable Invoice screen.
By default this check box is clear, and the tabs are not displayed. Instead, this information
is accessed by selecting Functions > Workflow.
View POs - Exclude PO Det Used
in IR
Select this check box if you want to exclude purchase order details currently associated
with unposted invoice registers.
Allow Credit Invoices without POIf selected, the system will ignore the PO Required setting at the vendor level for credit
invoices (negative amounts on invoice registers or payables).

80. 72 Chapter 7: Accounts Payable Setup
Vendors
Payment Processing
Show Remittance Vendor Select this check box if you want to use remittance vendors. For more information about
Remittance Vendors, refer to the Voyager Core User’s Guide.
Selecting this check box:
Adds the Remittance Vendor check box to the Payable Display Type screen.
If you select the Remittance Vendor check box on the Payable Display Type screen,
the Remittance field is added to the Payable Invoice screen.
Adds the Remittance Vendor tab to the Vendor screen.
Adds the Remittance field to the Commit Payments and Process Payments screens.
Auto-Link Properties to New
Vendors
If this check box is selected, when a new vendor is added, all the properties the logged-in
user has access to are added automatically to the new vendor’s property list (Vendor
screen, Data menu, Prop List link).
This feature depends on Vendor Property Security (System Administration: Security >
Vendor Property Security).
Show Additional Payment
Method
On the Vendor screen, this option adds additional payment methods that can be used with
custom programming. For more information, contact Yardi Technical Support.
Automatically Commit PaymentsTo automatically commit payments, select this check box.
Setting this option allows your users to skip Payments > Commit Payments and to go
directly to Payments > Process Payments.
User-defined Vendor Field on
Filter
To include one of your user-defined vendor fields on the Commit Payments, Process
Payments, Manual Checks, and Make Adjustment filters, select the user-defined vendor
field.
For information regarding the setup and location of user-defined vendor fields, see
“Vendors” in the Voyager Core User’s Guide.
Subtotal by Property If you want the Commit Payments Report and the Process Payments Report to be sub-
totaled by property, select this check box.
Show Cash Balance By Select an option in this field to display cash balances on the Commit Payments and
Process Payments screens. Select Bank to display balances by bank, or Property to
display balances by property. (Leave this field blank if you do not want to display cash
balances.)
This feature requires the following permission: Payable-Payment_Show Cash Balance.
Set to Access.
If you want users to receive a warning message and be able to choose to overdraw anyway
use the following permission: Payable-Payment_Cash Balance Overdrawn. Set to
Access. If you do not give a group this permission, users will receive a warning message and
will not be able to continue.
To set permissions, select Security > Set Permissions.

81. Yardi Voyager Core Setup Guide 73
Use Expense Type Access If selected, users do not see restricted expense types on the Commit Payments and
Process Payments screens.
For this option to work, you must set up expense type access. For more information, see
“Setting Up Expense Type Access” on page 81.
Setting up expense type access restricts the users, in designated user groups, from creating
transactions with restricted expense types.
This check box adds an additional layer of security: transactions with restricted expense
types do not appear on the Commit Payments and Process Payments screens (and
therefore cannot be processed).
Automatically Apply Credits
(Consolidate)
Select this option if you want all credits automatically selected and applied when
processing payments (Payments > Process Payments).
If Funds Auto-Select Pay Check
Boxes
Specifies the default value of the If Fund field on the Process Payment filter. (There are
two options: Check by sort order, or blank.)
The Check by sort ordersetting means that Voyager automatically selects the Pay check
boxes of payments that can be paid given the available funds. Voyager selects the payment
following the sort order (specified in the Sort By field).
You can then manually select or de-select payments and review the Total selected
payables amount. If your company displays cash balances, you can review the
automatically calculated Selected and Revised Balance columns.
If this field is left blank, Voyager does not automatically select any Pay check boxes.
Payments are manually selected.
For more information about displaying cash balances, see “Show Cash Balance By” on
page 72.
The default value of the Sort By field is determined by the Default Sort By (Process
Payments only) setting (explained above).
Whether or not the If Fund field appears is determined by the Payable-Payment_Show
If Fund permission.

82. 74 Chapter 7: Accounts Payable Setup
Default Display Order Specifies the default value of the Sort By field on the Process Payments filter, and the
order in which payments are listed on the Payments tab of the Process Payments screen.
Due Date, Inv CtrlLists payments first by due date and secondarily by invoice control
number.
Inv CtrlLists payments by invoice control number.
If this field is left blank, Voyager lists payments by Funding Property.
Use G/L Disbursement If selected, GL Disbursement will be turned on when going through the process payments
workflow. GL Disbursement provides an extra workflow layer in the Accounts Payable
process. This extra layer must be passed before any money can be disbursed.
- Check Amount Ranges This field is applicable only if the Use GL Disbursement check box selected.
Leave this field empty if you want G/L Disbursement to create one G/L Disbursement for all
checks.
Complete this field if you want to automatically create G/L Disbursements based on
amount ranges, that match the amount ranges used by your GLDisbursement workflow.
To complete this field, type check amount ranges, separated by commas.
Example One: Typing 3000 will automatically create two G/L Disbursements.
1) Checks with amounts less than or equal to $3,000 (goes to AP clerks).
2) Checks with amounts greater than $3,000 (goes to Company Owners).
Example Two: Typing 1000, 5000, 10000 will automatically create four G/L
Disbursements.
1) Checks with amounts less than or equal to $1,000 (goes to AP clerks).
2) Checks with amounts greater than $1,000 and less than or equal to $5,000 (goes to
Managers).
3) Checks with amounts greater than $5,000 and less than or equal to $10,000 (goes to
Vice President).
4) Checks with amounts greater than $10,000 (goes to Owners).
Number of Detail Lines The number of payable detail lines to be displayed on one page of the Payments tab of the
Commit Payments and Process Payments screens. (When the number of payables is
greater than limit, the tab is broken into separate pages.)
The default is 0, which means that all payables will be displayed on one page (up to 150).
If there are more than 150, the payables are displayed on multiple pages.

83. Yardi Voyager Core Setup Guide 75
Check Writing
Assign Check Number Order By Specifies how check numbers will be assigned.
Vendor CodeAssigns check numbers in bank code and then payee code order.
Vendor NameAssigns check numbers in bank code and then payee name (Vendor
screen, Company field) order.
YCheck Client Type Options are:
YCheck2
Silverlight
VB.NET client
Classic YCheck (.exe)
Default YCheck2 Printing Order ByIf you are using YCheck2, you can choose how to sort the checks for printing.
There are two fields: one for the primary sort method, and one for the secondary sort
method.
For both fields there are four options:
BankSort alphabetically by bank name.
Check #Sort by ascending check number.
PayeeSort alphabetically by payee name.
DateSort by check date.
The secondary method is only used if there is a tie. For example, Voyager first sorts
the checks by payee. For some payees there are multiple checks. These checks are
then sorted by check date.
(Signature Files on Workstation)For YCheck2, Silverlight, and VB.NET: By default, signature files are stored in the
database. Select this option to override the default and store them on a workstation
or network drive.
For Classic YCheck (.exe): You should select this option. Signature files are always
stored on a workstation or on a network drive. (There is no option to store them in the
database.)
Automatically Attach Check Image
- Include MICR
- Include Signature
- Include Stub
- Include File Copy
Automatically attaches a check image to the Review Payment screen each time a
check is written. Check images have NON-NEGOTIABLE printed across them.
Select the appropriate Include options, according to your business practices.
To view the image, click the Attachments link on the Functions menu (of the
Review Payment screen).
Max Checks in a Check Run Specifies how many checks to send to the printer in one batch.
This field sets a default value; you can override it if needed on the Write Checks
screen.

84. 76 Chapter 7: Accounts Payable Setup
Default Payee Type Sets a default for the Payee Type field in the filter section of the Commit Payments
screen. Options are Exclude Resident, Include Resident, and Resident Only
(“resident” = non-commercial tenant).
In the AP Configuration screen, you set a default value. In the Commit Payments
screen, you can override the default if needed.

85. Yardi Voyager Core Setup Guide 77
Workflows Tab
Route Based on % Over Budget This option sets the workflow approvals to be routed to the next step based on the
over budget type at the workflow level. The over budget type information is located
on the Workflow Step screen, in the Over Budget % From and Over Budget % To
fields.
Percent Over BudgetSelect this option if you want workflow approvals to be
routed to the next workflow step based on percent over budget.
Percent Of BudgetSelect this option if you want workflow approvals to be routed
to the next workflow step based on a percent of the actual budget, rather than
amounts that are over budget.
Use Rebuild Approvers Task If you have set up a task for the rebuild workflow approvers function, enter the name
of the task.
When you perform an employee replacement (System > Contact Replacement)
this task will automatically run and rebuild approvers.
For more information about Task Runner tasks, refer to the document, Task Runner
APPTASK ClassNames and URL Parameters.
Multi-Object Approval If selected, if an item in an approval workflow is linked to more than one property, all
the relevant approvers must approve it before it moves to the next step. For example,
a payable has detail lines for more than one property. If this check box is selected, the
approver at each property must approve the payable.
If not selected, when one approver at a single property approves the item, the
workflow goes to the next step.
Multi-Peer Approval This option allows you to set up workflows that require more than one approver for
a single step. For example, you could set up a step so that two Vice Presidents must
approve it.
Use Parallel Workflows This option allows you to attach more than one workflow to a single object and have
the workflows running simultaneously. The object is approved when all the
workflows are complete.

86. 78 Chapter 7: Accounts Payable Setup
Purchase Orders Tab
Options on this tab are described in the Purchasing User’s Guide.
PAYscan Tab
These options refer to PAYscan features, and require a PAYscan license. For more information, see the PAYscan User’s Guide.
- Multi-Select G/L Accounts This option only applies if Use Parallel Workflows is selected.
By default, when Use Parallel Workflows is enabled, the Auto-Attach screen allows
you to select a G/L account range for invoice registers and purchase orders.
This option changes the default — instead of an account range, you can multi-select
G/L accounts.
Enable Workflow Dashboard on
Permission
When this option is selected, you can restrict users from accessing the Workflow
Dashboard or from seeing one or more record types on the dashboard.
This option works with the Workflow Dashboard permissions. For each record type,
there is a specific permission, for example. WFDashboard Access - Payable. Set the
permission to Access to allow a group to work with that record type on the
dashboard. If all the objects are set to No Access, the user cannot access the
dashboard at all.
If you do not want to use Workflow Dashboard security, do not select this option. The
permissions have no effect if the check box is not selected.

87. Yardi Voyager Core Setup Guide 79
Expense Types
Setting Up Payable Expense Types
Expense types are broad categories of expenses, for example, capital, tenant improvements, and main-
tenance.
Each category can include specific expenses. For example, expenses for paint, tools, and lumber can be
rolled up into the expense type of “maintenance.”
When you create a payable, you select an expense type. If you use approval workflows, you can set up
the system so that different workflows are automatically attached to different expense types. There are
no default expense types — they are created by the user. Before you process payables, you need to set
them at the system level. In 7S, the Expense Type field is mandatory on the Payable screen.
To set up expense types
1In Voyager System Administration, select System > Look-Up Lists. The Look Up Lists screen
appears.
In this section:
Setting Up Payable Expense Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
Setting Up Expense Type Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81
If there is only one expense type in the system, Voyager defaults to it automatically (the user does not have to make a
selection).

88. 80 Chapter 7: Accounts Payable Setup
2Click New. The Look Up List Items screen appears.
3In the Lookup List field, select the temporary name and type over it with the permanent name:
Expense Type.
4In the List Items table, type the names of the expense types.
Do not use special characters (for example, the “&” sign). Use only letters and numbers.
5In the bottom section (Linked Controls), select PO/Payable, Expense Type.
6In the List Name table at the top of the screen, scroll to the system-generated list name. Select the
temporary name, and type over it with the permanent name: Expense Type.
7Click Save.

89. Yardi Voyager Core Setup Guide 81
Setting Up Expense Type Access
You can set up expense type restrictions based on user group and restrict user groups from using any
expense types that are not appropriate for their role.
To set up expense type access
1In System Administration, select Security > Expense Type Access. A filter appears.
2Complete the filter and click Submit. The Expense Type Restrictions screen appears.
3Complete the screen.
If you want to restrict this user group from accessing an expense type, select the Restrict check box.
If you want this user group to have access to an expense type, clear the Restrict check box.
Setting up expense type access restricts the users from creating transactions with restricted expense types. Users can
still filter on and review transactions with restricted expense types.
If you want to restrict users from seeing transactions with restricted expense types on the Commit Payments and
Process Payments screens, select the Use Expense Type Access check box on the AP Configuration screen.
For more information, see “Use Expense Type Access” on page 73.

90. 82 Chapter 7: Accounts Payable Setup

91. 83
CHAPTER8
Account Trees
This chapter describes how to set up and use account trees.
Account Trees Overview
When you run a financial report, you first select an account tree. The tree determines which G/L
accounts are used in the report, the order they are presented in, and how they are displayed (the print
style). In other words, the account tree filters the information in the G/L so that the report works as
intended.
Voyager includes some standard account trees, but you can also create custom account trees as
needed.
If there are problems with the standard account trees, they are probably due to underlying issues in
your chart of accounts (COA). Standard account trees reflect any imperfections in the COA.
Standard Account Trees
Standard account trees include all of the accounts necessary for a particular purpose, and they ensure
the use of best accounting practices. The accounts in a standard account tree have a one-to-one rela-
tionship with accounts in your chart of accounts. For example, account number 1820-0000 in the chart
of accounts maps to account number 1820-0000 in the standard balance-sheet account tree (ysi_bs).
The following table lists the standard account trees, describes their purpose, and explains the settings
that determine whether or not an account appears in that account tree.
In this chapter:
Account Trees Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83
Standard Account Tree Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85
Custom Account Tree Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86
The G/L Account Screen and Account Trees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .96
Account Tree Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

92. 84 Chapter 8: Account Trees
Custom Account Trees
A custom account tree is a virtual chart of accounts you map to your real chart of accounts, providing
benefits associated with multiple charts of accounts without the training and maintenance drawbacks.
Rather than using a separate chart of accounts for each client or special reporting requirement, you
create account trees, which you map to your chart of accounts.
Custom account trees offer extensive flexibility. You can:
Use a different numbering format from the format used for your chart of accounts.
Determine which G/L account(s) to include
Link a single G/L account to multiple virtual accounts.
Link a single virtual account to multiple G/L accounts.
Name Purpose Account Info Setting for Included Accounts
ysi_bs Balance sheet report Account TypeRegular
Report TypeBalance Sheet
ysi_bf Budgets in Voyager Budgeting and ForecastingAccount TypeRegular
Exclude from Budgetnot selected
Either or both of the following:
Report TypeIncome Statement
Incl. in Cash Flowselected
ysi_cf Cash flow report Either or both of the following:
Report TypeIncome Statement
Incl. in Cash Flowselected
ysi_fc Full consolidation rollups in Voyager Investment
Management
Account TypeRegular
NOTEThis account tree requires a balancing account.
For instructions, see the Investment Management
User’s Guide.
ysi_is Income statement report Account TypeRegular
Report TypeIncome Statement
ysi_tb Trial balance report Account TypeRegular
ysi_dc Used for Voyager Advanced Budgeting See the Advanced Budgeting User’s Guide for more
information.

93. Yardi Voyager Core Setup Guide 85
Standard Account Tree Setup
The accounts in a standard account tree have a one-to-one relationship with accounts in your chart of
accounts. When you add or change a chart of accounts, you must rebuild the mapping from the stan-
dard account trees to the chart.
For more information about standard account trees, see “Standard Account Trees” on page 83.
Rebuilding Standard Account Tree Mapping
The mapping between standard account trees and a chart of accounts is not dynamic. You must per-
form the Rebuild Standard Account Trees procedure after you set up your chart of accounts and any
time you modify the chart or add a new one.
To rebuild mapping between standard account trees and the chart of accounts
Setup > System > Rebuild Standard Account Trees
Proper account-tree performance requires proper setup of your chart of accounts. For instructions, see “Developing a
Chart of Accounts” on page 1.
Key requirements include:
Each section must have a heading account and a total account.
With the exception of the NOI and Total of All accounts, all G/L accounts—including regular, heading, and total
accounts—must be assigned a Total into account.
The Report Type for the Total of All account must be Balance Sheet.
Because custom account trees are manually modified and saved, they do not require rebuilding and are unaffected by it.

94. 86 Chapter 8: Account Trees
Complete the Chart field and click Reconstruct. Voyager displays a progress bar. The process may take
several minutes.
Custom Account Tree Setup
Creating a Custom Account Tree
This section includes the following procedures:
To add an account tree record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .87
To add a section to an account tree. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88
To manually add an account to an account tree . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88
To copy G/L accounts to an account tree. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89
Search Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91
To move sections within the account tree. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92
This section describes how to create a custom account tree from scratch. You can also use the informa-
tion in this section to fine-tune an account tree created from an existing account tree or in Excel (see
“To create an importable CSV file” on page 101).
Account trees are virtual charts of accounts, so many of the guidelines for creating a chart of accounts
apply to creating an account tree. For information about how to set up a chart of accounts, see “Devel-
oping a Chart of Accounts” on page 1.
The process for creating a custom account tree from scratch includes the following tasks:
1 Add an account-tree record.
2 Add sections to the account tree (a section includes a heading account, a total account, and one
or more regular accounts
).
3 Add regular accounts to the account tree. Change their mapping, if needed.
4 Move or copy sections within the account tree, if needed.
5 Specify a divisor account, if needed.
If you use multiple charts of accounts and you are performing this procedure for a new chart, this Voyager creates
new standard account trees for the chart. The new account trees are named with the standard account tree names
followed by an underscore and the name of the chart. For example, if your new chart of accounts is named
NewChart, this procedure creates account trees named ysi_bs_NewChart, ysi_bf_NewChart, and so on.
In this section:
Creating a Custom Account Tree . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Creating an Account Tree Outside of Voyager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .101

95. Yardi Voyager Core Setup Guide 87
To add an account tree record
1Select Setup > System > New Account Tree.
The Account Tree screen appears, with the tree placeholder (New Tree) selected.
2Complete the screen.
Section Item Description
Tree Code Identifier for the account tree (limited to eight characters).
Description Description of the account tree.
Tree
Attributes
Format Quantity and configuration of alphanumeric characters and separators (hyphens
and periods) used for account numbers in this tree. Use question marks to represent
alphanumeric characters. For example, ??-?? or ????.????.
If you leave it blank, the format on the tree will not default to anything specific and
it will be up to you to define each line's formatting.
NOTEA prime benefit of account trees is the ability to use a different account-
number format from the chart of accounts. You can use an account tree to match a
client’s numbering format without redesigning your chart of accounts.
Type Normal The default value for this field. Do not change it.
Forecasting TemplateObsolete.
Forecasting ValuationObsolete.
Divisor Account from which Voyager uses the total as a divisor when calculating
percentages on income and cash-flow statements. If you don’t specify a divisor
account, Voyager uses the sum of regular, credit-balance, income-statement
accounts.
Tree placeholder

96. 88 Chapter 8: Account Trees
To add a section to an account tree
1On the account tree pane, select the item that should appear below the new section.
2Right-click and select Add Section from the popup menu.
Voyager adds a new section consisting of a section divider, and placeholders for HEADER, ACCOUNT,
and TOTAL. (The new section appears above the item you selected.)
3Repeat for each section you want to add.
4Select each HEADER and TOTAL placeholder and complete the Tree Account and Print Style sec-
tions.
To manually add an account to an account tree
1Select the item that should appear below the new account.
You cannot select and right-click in a single step. You must select the appropriate total first (step 1), and then right-
click and choose Add Section (step 2). If you don’t first select the appropriate total, Voyager adds the new section
to whatever was previously selected.
Unlike regular accounts, heading (or header) and total accounts in account trees do not map to heading or total
accounts in the chart of accounts.
Popup menu
New section
ACCOUNT placeholder

97. Yardi Voyager Core Setup Guide 89
2Right-click and select Add Account from the popup menu.
Voyager inserts an ACCOUNT placeholder above the selected item.
3In the Related G/L Accounts section, search for and select the G/L account or accounts that you
want to associate with the newly-added account.
4Complete the Tree Account, Print Style, and Custom Fields (if needed) for the account. For field
descriptions, see the “Account Selected” section under “Account Tree Screen Reference” on
page 92.
To copy G/L accounts to an account tree
1Click an account node (or ACCOUNT placeholder) in the tree pane to display the Related G/L
Accounts section.
2In the Related G/L Accounts section, search for and select the account or accounts that you want
to copy. For more information, see “Search Feature” on page 91.
To select multiple accounts, press SHIFT or CTRL while clicking, or click and drag over a range of
accounts.
You cannot select and right-click in a single step. You must select the appropriate item first (step 1), and then right-
click and choose Add Section (step 2). If you don’t select the appropriate item before right-clicking, Voyager adds
the new account above the previously selected item.
If you link one account-tree account to multiple G/L accounts, it totals the associated accounts.
If you link multiple account-tree accounts to one G/L account, Voyager includes the G/L account in account-tree–
calculations multiple times.
Add Account
New Account

98. 90 Chapter 8: Account Trees
If a range of G/L accounts is linked to a single account tree account, and a new G/L account is added
in that range, Voyager will automatically include that account in the account tree.
3Right-click and select Copy from the popup menu.
4In the account tree section, select the location to paste the accounts. (The accounts are inserted
above the item you select, unless you select the option that updates the current node.)
5Right-click. A popup menu appears.
6Select one of the active options:
This is only true if you select the range with SHIFT-click or with click and drag; it is does not work if you select the
accounts in the range with CTRL-click.
Add GL Hierarchy Voyager copies over the regular accounts, plus the headers and totals, reproducing the
hierarchy. Voyager will also add a missing total account, if needed, to make the headers and
totals match.
Each account becomes a new node in the tree.
Add GL Accounts Voyager copies over the regular accounts, omitting the headers and totals.
Each account becomes a new node in the tree.
Add as Single Node Voyager inserts the copied accounts into a single new node in the tree.
Update Current Node Voyager adds the accounts to the selected node.
Cancel GL Copy Ends the copy and paste operation. If you right click again, the paste options are no longer
active, but the other options are (Add Section, Add Account, and so on).

99. Yardi Voyager Core Setup Guide 91
By default, the pasted accounts are mapped to the accounts you copied. If you want to change the
mapping, use the Related G/L Accounts section. Click the selected accounts (to de-select them) and
then click the accounts you want to map to the tree account).
If you link one account-tree account to multiple G/L accounts, it totals the associated accounts.
If you link multiple account-tree accounts to one G/L account, Voyager includes the G/L account in
account-tree calculations multiple times.
7Complete the Tree Account, Print Style, and Custom Fields (if needed) for each account.
Search Feature
The Account Tree screen includes a search feature.
In the search fields, you can enter an account range, part of an account number, or text from the
account description. For example, you could enter “Cash” to select all the accounts with the word
“Cash” in their description.
There are two search fields, but the second field is only used when you are searching for an account
range. Otherwise, enter search criteria in the first field.
When you click Select, Voyager finds the matching accounts and selects them (so you can insert them
into the account tree). The following table shows how to use the search feature in different ways.
Search Term Search Result
Cash All accounts with “cash” are selected regardless of where “cash” is placed in the account’s
description.
Cash% All accounts where “cash” is at the beginning of the description are selected.
%Cash All accounts where “cash” is at the end of the description are selected.
1100 All accounts that have an account number and/or an account description that contain “1100”
are selected.
Search feature

100. 92 Chapter 8: Account Trees
To move sections within the account tree
1Select the section divider for the section you want to move (the section divider is the node marked
by a dotted line.)
2Right-click and select Copy.
3Select the location you want to move it to. (Voyager inserts the copied section above the location
you select.)
4Right click. A menu appears.
5Select one of the following options:
Account Tree Screen Reference
This section provides graphics and screen-reference tables:
Tree PaneElements within the tree pane.
Account SelectedAppearance of the screen when you select an account, header, or total, or its
placeholder, in the tree pane.
%1100 All accounts that end with “1100” are selected.
1100% All accounts that begin with “1100” are selected.
11000000 (in the first field)
19999999 (in the second field)
All accounts including and between 11000000 and 19999999 are selected.
Insert Section Voyager copies the section. (It now appears twice in the tree: in the new location and the
original location.)
Move Section Voyager moves the section. (It deletes it from its original location and inserts it into the new
location.)
Cancel Tree Copy Voyager ends the copy and paste operation. If you right click again, the paste options are no
longer active, but other options are (Add Section, Add Account, and so on).
Search Term Search Result
Right-click menu

101. Yardi Voyager Core Setup Guide 93
Tree Pane

New Tree/
Code & Description
Completing the Tree section for this item replaces the New Tree placeholder with the Code and
Description for the account tree.
-------------------Section divider. When you add a section, it includes a section divider, placeholders for the section
heading and total, and a single account. You can add additional accounts and subsections within a
section.
Deleting the section divider deletes everything within the section (heading, total, accounts, and
subsections).
HEADER/
Heading Account
Heading account placeholder or heading account.
Completing the Tree Account (H) section for this item replaces the HEADER placeholder with the
account Number and Description. For more information, see “Account Selected” on page 94.
Account-tree heading accounts do not map to chart-of-accounts heading accounts.
ACCOUNT/
Account Number
Regular account placeholder or account. For information about mapping an account-tree account to
a chart-of-accounts account, see “To manually add an account to an account tree” on page 88.
TOTAL/
Total Account
Total account placeholder or total account. Completing the Tree Account (T) section for this item
replaces the TOTAL placeholder with the account Number and Description.
Tree pane

102. 94 Chapter 8: Account Trees
Account Selected
The graphic shows the Account Tree screen with a regular account selected in the tree pane.
If you select a heading or total account, the Graph check box, Related G/L Accounts section, and Reverse Value check
box do not appear.
Tree Account labelAccount

103. Yardi Voyager Core Setup Guide 95
Section Item Description
Tree
Account
Label Tree AccountRegular account.
Tree Account (H)Heading account.
Tree Account (T)Total account.
Number Account number for the regular, heading, or total account. This field is optional —
account numbers are not required in account trees.
If you paste an account from the chart of accounts, Voyager completes this field with the
number from the copied account. If the numbering format isn’t the same, you may need
to modify the entry after pasting.
Description If you paste an account from the chart of accounts, Voyager completes this field with the
description from the copied account.
Make descriptions for heading and total accounts consistent. For example, if you make
the heading description Tax, make the total account description Total Tax.
Print Style Margin Number of spaces from the edge of the print area to where information about the
account prints. Most users specify different margins for regular, heading, and total
accounts.
Advance Number of empty rows before the entry. Enter 0 to print immediately below the
preceding entry, 1 to insert one empty row, 2 to insert two empty rows, and so on.
NOTEThe preceding entry may have an After setting that adds additional space.
After Number of empty rows following the entry. Type 0 to add no space, 1 to insert one row,
2 to insert two rows, and so on.
NOTEThe following entry may have an Advance setting that adds additional space.
Underline 1Voyager adds one line above the item.
2Voyager adds one line above and two lines below the item.
An underline typically signifies a total.
Bold Item appears bold.
Italic Item appears italic.
Hide Excludes item from reports. (But the item is still included in calculations.)
Negate Reverses the sign on reports, so that negative numbers appear positive and positive
numbers appear negative.
This check box affects reports only; it does not reverse the value in calculations. This
check box has no effect on heading accounts.
If you want to reverse the value in calculations, select the Reverse Value check box.
Custom
Fields
[No Label] Entries appear on the account-tree validation report Account Tree Format Guide with
GL Account Mapping in columns labeled Custom 1, Custom 2, and so on.
Forecast Section
Mapping
Maps an account to a forecasting section for use in valuations.
For more information, see the Forecasting User’s Guide.

104. 96 Chapter 8: Account Trees
Deleting Accounts or Sections from Custom Account Trees
You can delete an account or section (a section includes a header, accounts, and a total) from a custom
account tree. You cannot delete a header or total without deleting the entire section that it is part of.
You can, however, hide a header or total so that it does not appear on reports. To hide a header or total,
select it in the account tree and then select the Hide check box under Print Style.
The G/L Account Screen and Account Trees
The GL Account screen has two tabs related to account trees: Add in Trees and Exist in Trees.
The Add in Trees tab shows existing account trees where the GL account would logically fit. The Exist
in Trees tab shows the trees that already include the GL account.
The following sections describe each tab in detail.
Reverse Value Reverses the account’s value in calculations (from positive to negative or vice versa).
In other words, it affects the total for that section, or sections.
In this section:
Exist in Trees Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Add in Trees Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
The GL Account Search in Custom Account Tree Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100
Section Item Description
Account Tree
Tabs

105. Yardi Voyager Core Setup Guide 97
Exist in Trees Tab
In the GL Account screen, the Exist in Trees tab shows the account trees that include the account you
are viewing.
In the example shown above, you can see that the Cash - Operating account is included in three cus-
tom account trees.
Tree Code

106. 98 Chapter 8: Account Trees
When you click a Tree Code link, a screen appears that shows the tree. The account is highlighted in
green.

107. Yardi Voyager Core Setup Guide 99
Add in Trees Tab
The Add in Trees tab shows the existing account trees where the GL account would logically fit,
(account trees that include other accounts in the same range as the account you are viewing).
When you click the Tree Code link, a preview screen appears showing what the tree would look like if
the account were added to it. The account appears where it would logically fit, based on the account
number sequence.
To add an account to a tree, click the Add GL Account and Rebuild Customer Account Trees link.
Another screen appears where you can modify the tree — the GL Account Search in Custom Account
Tree screen, described in the next section of this document.
Tree Code

108. 100 Chapter 8: Account Trees
The GL Account Search in Custom Account Tree Screen
This screen appears when you click the Add GL Account and Rebuild Customer Account Trees link
described above. It can also be accessed from the side menu, at Setup > System > GL Accounts in
Custom Account Tree.
Use this screen to add an account to one or more trees.
After you complete the tab, click Save. The account is added to the selected trees.
The Exist in Trees Tab
The Exist in Trees tab functions the same way in this screen as it does in the GL Account screen — it
shows the trees that already include the account.
For more information, see “Exist in Trees Tab” on page 97.
Select Select the trees you want to add the account to.
Action Type Select how you want to add the new account:
Add as New Node
Add to Existing Node
Tree Code The custom account tree code.
You can click the code to view a preview of the account tree with the account you are
adding to it. The new account is highlighted in green.
Location in the Account TreeIf Action Type is set to Add as New Node, the account will be inserted above the node
shown here.
If Action Type is set to Add to Existing Node, the account will be merged into the node
shown here.
By default, the location is the logical choice, based on the account number sequence. But
you can put the account in a different location by opening the drop-down and selecting a
different account node.

109. Yardi Voyager Core Setup Guide 101
Creating an Account Tree Outside of Voyager
Excel
You can create an account tree in Microsoft Excel, save it as a CSV file, and import it into Voyager. Start
with an existing account tree CSV file rather than a blank Excel workbook. Obtain the account tree CSV
file by exporting an existing account tree in CSV format.
XML
You can also create account trees in an XML editor. Start with an existing account tree XML file —
export as an existing account tree as XML, then edit the file and import it to Voyager.
XML has one advantage over CSV — if your account numbers contain commas (if their formatting uses
commas) a CSV export will separate the numbers into different cells wherever a comma appears.
To export an account tree
Setup > System > Import/Export Account Tree From [XML or CSV]
If the Account Tree - Export tab is not in the foreground, click it. Complete the Account Tree field and
click Export.
Save the file to your computer. If you are given the opportunity to specify the file name, make sure it
has the correct extension (.xml or .csv, not .txt).
To create an importable CSV file
1Open an account tree CSV file in Excel.
2Save the file in CSV format with a new name.

110. 102 Chapter 8: Account Trees
3Complete Row 2 with information about the account tree, using the labels in Row 1 as a guide.

You can edit existing data or delete and replace it. Most of the options match those on the Account
Tree screen. For more information, see “Custom Account Tree Setup” on page 86.
4Complete Row 4 with information about each account, using the labels in Row 3 as a guide.
Column Row 1
(Labels)
Row 2
(Contents)
A //Account Tree: Code Code for the account tree. Use lowercase letters only.
B Description Description of the account tree.
C ChartID If you have one chart of accounts, type 0 (zero). If you have multiple charts of accounts,
contact Yardi technical support for help identifying the hMy chart identification
number.
D AccountFormat Question marks representing the number and configuration of alphanumeric
characters and separators (hyphens and periods) for account numbers in this tree. For
example: ??-?? (01-23) or ????.???? (0123.4567).
E Type Type 0 for Normal.
NOTEDo not use legacy types 1 or 2.
F DivisorId Leave this field empty.
Column Row 3
(Labels)
Row 4+
(Contents)
A //Account Tree Detail:
TreeId
Code for the account tree (same as the entry in cell A:1).
Labels
Contents
Labels
Contents

111. Yardi Voyager Core Setup Guide 103
B Type Letter indicating the account type:
HHeading account.
RRegular account.
TTotal account.
C Code Account-tree account number.
D Description Account description.
E Normal Balance Leave this field empty.
F Contiguous 0 (zero)
G TotalIntoId Leave this field empty.
H Skip Same as the Advance field setting on the Account Tree screen: the number of rows
between the preceding entry and this entry. Enter 0 if you want this account to print
immediately below the preceding account.
NOTEThe preceding entry may have an After setting that adds additional space
between.
I Indent Same as the Margin field setting on the Account Tree screen: the number of spaces
(from 0 to 40) from the edge of the print area to where information about this header
or total should print.
J Underline Line type for reports:
0No lines above or below the row.
1One line below the row.
2One line above and two lines below the row.
A line below a row generally indicates a total.
K Bold How the account appears on reports.
-1Option is active.
0Option is inactive.
For descriptions of the options, see the field-description table “Account Selected” on
page 94.
L Italic
M Hide
N Negate
O After Same as the After field setting on the Account Tree screen: the number of rows
between this account and the next. Enter 0 if you want the next account to print
immediately below this one.
NOTEThe following entry may have an Advance or Skip setting that adds additional
space between.
Column Row 3
(Labels)
Row 4+
(Contents)

112. 104 Chapter 8: Account Trees
5Complete one additional row for each account.
To create an importable XML file
Open an account tree XML file in an XML editor, and save the file with a new name. Edit the file as
needed.
The XML tags correspond to the Field Labels explained in the Excel section above.
P Custom1 Text for the four Custom fields. Entries appear on the account-tree validation report
Account Tree Format Guide with GL Account Mapping in columns labeled Custom 1,
Custom 2, and so on.Q Custom2
R Custom3
S Custom4
T DCFSection Maps an account to a forecasting section for use in valuations.
For more information, see the Forecasting User’s Guide.
U ReverseValue Corresponds to the Reverse Value check box.
-1The option is active (Voyager will reverse the value of the account).
0 The option is not active.
V Chart Leave this field empty.
W Nest Leave this field empty.
X AcctTreeDivisor-1The account is the divisor account for the account tree.
0The account is not the divisor account for the account tree.
Y GLAccountId Associated G/L account or accounts.
Specify multiple accounts by typing a space between numbers (for example, 1120000
11201000 11202000). Specify a range of accounts by typing a colon between two
numbers (for example, 1120000:11202000).
Column Row 3
(Labels)
Row 4+
(Contents)

113. Yardi Voyager Core Setup Guide 105
To import an account tree
Setup > System > Import/Export Account Tree From [XML or CSV]
Click Browse. Locate and select the file you want to import. Click Import.

114. 106 Chapter 8: Account Trees
Account Tree Reports
Viewing Standard Financial Reports
The standard financial reports based on account trees appear in the Voyager menu at Reports >
Financial.
Viewing Validation Reports
Voyager includes several reports that you can use to manually verify that an account tree functions as
expected. Financial reports for verifying account trees appear in the Voyager menu at Reports > Ver-
ify Account Trees.
To fix problems, you can modify G/L accounts and custom account trees. You cannot modify standard
account trees, so you must address problems with standard account by modifying G/L accounts.
The following table describes each validation report. Accounts described in the table as “G/L accounts”
appear in the section labeled Related G/L Account on the right side of the Account Tree screen;
accounts described in the table as “account tree accounts” appear on the left side of the Account Tree
screen.
Report Menu Path Description
Account Tree List Reports > Account Tree Validation >
List
Lists the account-tree Code, Name,
Chart, Format, Type, Date Created, User
Created By, and Divisor Account
Account Tree Format Guide with G/L
Account Mapping
Reports > Account Tree Validation >
Detail
Lists account trees by code and shows
which account-tree accounts are
associated with which G/L accounts
Account Tree - Exception ReportReports > Account Tree Validation >
Exception Testing > Exception Report
Lists regular G/L accounts not matched
to an account-tree account
Account Tree - Invalid Header or TotalReports > Account Tree Validation >
Exception Testing > Invalid GL
Account for JE
Lists heading and total G/L accounts not
matched to an account-tree account
Account Tree - JE Account ValidationReports > Account Tree Validation >
Exception Testing > JE Account
Validation
Lists account-tree accounts with account
numbers that do not match actual G/L
account numbers (useful only for
account trees used for equity rollups
rather than reporting)
Account Tree - Pickup Account
Duplicates
Reports > Account Tree Validation >
Exception Testing > JE Duplicates
Lists account-tree account numbers that
are used more than once
Account Tree - Duplicate Posting
Accounts
Reports > Account Tree Validation >
Exception Testing > Multi-Mapped GL
Accounts
Lists G/L accounts mapped to more than
one account-tree account

115. Yardi Voyager Core Setup Guide 107
Viewing the COA Report
If you are trouble-shooting problems with account trees, you should look at the underlying chart of
accounts, since any problems there will be reflected in the account trees that use it.
Use the Chart of Accounts report, located at Reports > Financial > Chart of Accounts. The report lists
every account in the G/L and the options selected for it.
The Account Tree Audit Tracking Report
The Account Tree Audit Tracking report tracks the following changes to account trees:
Changes to the account tree code and to the account tree description.
Nodes added or nodes removed.
GL accounts added or removed.
Changes to accounts in the tree: to the account numbers or the account descriptions.
For each change, the report displays the tree code, the affected node, the type of change, the old value
and the new value, the user who made the change, and the date and time.
The report is located at Reports > Account Tree Validation > Account Tree Audit Tracking.
In order to use the report, you need to load an optional parameter:
opt_ss_AccountTree_Audit_Tracking.pkg Option: Enable Account Tree Audit Tracking Feature
When you load the parameter, Voyager begins storing the data that appears in the report. (Before you
load the parameter, you can run the report, but it will not show any data.)
Account Tree Audit Tracking Reports > Account Tree Validation >
Account Tree Audit Tracking
Lists changes made to custom account
trees. Explained in detail below.
Report Menu Path Description

116. 108 Chapter 8: Account Trees

117. 109
CHAPTER9
Owner Setup
This chapter describes how to add owner records and establish property ownership. These procedures
are intended for property-management personnel.
Owner Setup Overview
In Voyager, owner records are mainly used for the Pay Owner function, when you distribute funds to
the owners of a property, and for creating 1099 forms to report income to owners.
Setting up owners includes the following tasks:
Adding an owner record for each owner.
Associating one or more owner records with the appropriate properties.
For properties with multiple owners, specifying each owner’s ownership percentage or shares.
Owners versus Legal Entities
Owner records are used by US domestic clients. Global clients use legal entity records instead. For
more information, see the Voyager International User’s Guide.
In this chapter:
Owner Setup Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Adding Owner Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Reviewing Owner Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Establishing Ownership. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

118. 110 Chapter 9: Owner Setup
Adding Owner Records
Owner records contain the following:
Owner code and Name
Contact information
Tax information
Information about how to pay owners
To add owner records
Setup > Property > Add Owner
In the top part of the screen, enter the owner Code and complete the contact information fields
(Name, Address, and so on).
The tabs are explained below.
Voyager International uses legal entities in place of owners. If the screen label says Legal Entity, see the Voyager
International User’s Guide.

119. Yardi Voyager Core Setup Guide 111
Federal Tax Tab
Gets 1099 If selected, the owner receives a 1099 form for property income.
I.D. Enter the Taxpayer Identification Number (Employer Identification Number, Individual Taxpayer
Identification Number, or Social Security number).
If the owner is a 1099 payer and you file 1099 forms on paper rather than electronically, a number
formatted like a Social Security number—11 characters, with hyphens in the fourth and seventh
positions (###-##-####)—appears on the 1096 form in the Social Security Number field, and
numbers formatted any other way appear in the Employer Identification Number field. Electronic
submissions do not use a 1096 form.
Name Enter the name associated with Taxpayer Identification Number.
Only complete this field if the entry in the Owner Name field does not match the federal tax ID
name. (The Owner Name field is the Name field in the top part of the Owner screen, above the
tabs.)
If you complete this field, this name appears before the Owner Name on 1099 forms as follows:
In the Recipient section of the owner 1099 form
In the Payer section of vendor and tenant 1099 forms (if owner is 1099 payer)
CAUTIONIf you use Voyager to electronically file 1099 forms, do not include punctuation in owner
names. Punctuation such as commas, slashes, dashes, ampersands, and pound signs can cause data
misalignment. If your owner-name data includes punctuation, review electronic tax files prior to
submission. For more information, see the Voyager End-of-Year Procedures Guide.

120. 112 Chapter 9: Owner Setup
Payment Info Tab
Contacts Tab
Add contact records as needed. For more information, see the Workflows and Notifications User’s Guide.
Reviewing Owner Records
To review or edit an owner record
1From the Voyager side menu, select Setup > Property > Review Owner. The Owner filter appears.
2Complete the filter and click Submit.
3Review or edit the owner information. For field descriptions, see “Adding Owner Records” on
page 110.
4If you made changes, click Save.
Check Memo Enter text for the memo section on checks issued to the owner.
Hold Payments If selected, Voyager includes the owner in payment calculations and payable batches, but not in the
approval or check-writing process. Payments remain on the owner’s ledger, unpaid, until you clear
the Hold Payments check box, approve the payable (if you use approval workflows), and write the
check.
For example, if there are three owners with equal shares, one with the Hold Payments check box
selected, and you are paying them a total of $60,000, Voyager creates a payable batch with one
invoice for each owner for $20,000. When you post the payable batch, Voyager posts the payable
to each owner’s ledger. When you approve payments, the owner for whom Hold Payments is
selected does not appear on the Approve Payables screen. When you write checks, that owner
does not appear on the Selective Check Write screen. You can approve and write checks for the
other two owners. When it is time to pay the third owner, clear the Hold Payment check box,
approve the payments, and write the check.
Consolidate ChecksIf selected, Voyager pays multiple payables due to the same owner with one check.
ACH If selected, Voyager pays the owner with an electronic funds transfer rather than a check.

121. Yardi Voyager Core Setup Guide 113
Establishing Ownership
After you create owner records, you assign owners to properties. If a property has multiple owners, you
specify the ownership percentages or shares that determine the amount an owner receives when you
use the Pay Owner feature.
The Pay Percent feature does not use ownership percentages or shares.
You add ownership information on the Ownership screen, which you reach from the Property screen.
To establish property ownership
Property screen > Functions menu > Ownership
Contract Exp Date The date the property-management contract ends. This field is informational; Voyager does not use
it for calculations.
Contract Reserve Amount withheld when using the Pay Owner function to distribute funds to owners. For example,
if there is $50,000 in the property’s account and the Contract Reserve is $20,000, the Pay Owner
function can distribute $30,000.
Commission % Percentage the Pay Commission feature pays in management fees for G/L accounts with the
Commissionable check box selected on the Account Info screen.
NOTEVoyager provides two features for paying management fees. Only Pay Commission uses the
entry in the Commission % fields. For more information about the two features, see the Core User’s
Guide.

122. 114 Chapter 9: Owner Setup
Commission $Min Minimum monthly commission for the property. If the calculated commission is below this
threshold, Pay Commission pays this amount.
NOTEVoyager provides two features for paying management fees. Only Pay Commission uses the
entry in the Commission $Min fields.
Vendor 1099 Payer Reporting owner for Vendor 1099s and Tenant 1099-INTs. You can choose All Owners or one
owner.
NOTEIf during 1099 processing you make the property-management organization the 1099
payer, this selection has no effect.
All OwnersVoyager generates one vendor or tenant 1099 for each owner, using the data from the
Ownership% or Shares column. For example, if the shares are split 60/40 between two owners, a
vendor who had been paid $1,000 would get a 1099 from one owner for $600 and a 1099 from the
other owner for $400. This is the default setup.
[Owner Code]Voyager generates a single 1099 with the selected owner listed as the payer.
Owner Code for each owner associated with the property.
For information about adding owner records, see “Adding Owner Records” on page 110.
Amount Invested Monetary investment made by the owner. This field is informational only; Voyager does not use it
for calculations.
Date Date ownership information changed. This field is informational only; Voyager does not use it for
calculations.
Ownership % Either percentage or shares owned, for calculating the following:
Payments to owners
1099 splits when the Vendor 1099 Payer is All Owners
IMPORTANTYou can use either percentages or shares. By default, Voyager uses percentages. To
use shares, select the Shareholders check box on the Environment Options tab on the Accounts
and Options screen. If that check box is selected, entries in the Ownership% field have no effect;
if it is not selected, entries in the Shares field have no effect.
Shares

123. Yardi Voyager Core Setup Guide 115
After Setting Up Ownership
After you link a an owner record to a property, the name of the property appears on the Owner screen,
on the Properties tab.
In the example above, you can see that Owner1 (John Smith) is linked to the three different properties.
The Edit button in each row opens the Property screen.
Edit button
Owner screen
Properties tab

124. 116 Chapter 9: Owner Setup

125. 117
CHAPTER10
Property Setup
This chapter describes property records, property lists, and property attributes. It provides general
information applicable to most Voyager modules (verticals). The following additional information per-
tains to specific Voyager modules.
This chapter also includes information about using building and floor records to help organize units
within a property.
In this chapter:
Property Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Property Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Buildings and Floors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
System Section Document
Affordable Housing “Affordable Housing Property Setup”Voyager Affordable Housing Setup Guide
Commercial “Commercial Property Setup” Voyager Commercial User’s Guide
International “Property Level Setup” Voyager International Residential User’s Guide
Student Housing “Properties: Definitions and Controls”Voyager Student Housing User’s Guide

126. 118 Chapter 10: Property Setup
Property Records
A property record contains information about a real-estate entity. Each property in Voyager is a sepa-
rate financial entity with its own ledger. The following graphic shows the Property screen.
Property records have the following basic components:
Address information (on the Property screen)
Pictures of the property (in the graphics box on the Property screen)
Accounting control information (on the Property Control screen)
Attributes (on the Attributes tab). Attributes are used for sorting properties on reports and creat-
ing property lists.
Contacts (on the Contacts tab). Contacts are people who are linked to the property; for example,
the manager or the owner.
This section describes how to set up a property record with all the components shown above.
In this section:
Adding a Property Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .119
Reviewing Property Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121
Completing the Property Control Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121
Property Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .139
Adding Graphics to Property and Unit Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .140
Setting Up a Default Property . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .141
Functions menu (link to Property Control screen)
Graphic box
Basic address
Information
Attributes tab
Contacts tab

127. Yardi Voyager Core Setup Guide 119
Adding a Property Record
To add a property record
1From the Voyager side menu, select Setup > Property > Add Property. The Property screen
appears.
2Complete the screen:
Property Unique identifier of up to eight characters. Do not use spaces.
Name Name of the property or, if the property has no name, the first line of the address.
The entry in this field appears in search results.
Address Address information.
If you are using the International module, the fields in the address block will vary according to
country.
Property Type

128. 120 Chapter 10: Property Setup
3Click Save. The Property screen appears, with tabs, a Functions menu, and box for photos.
Property Type Your license determines the available property types. Not all types appear for all installations.
You can change types on the Property Control screen.
Property Type determines which tabs appear on the Property screen and which rental types
apply. (For information about rental types, see “Unit Screen Reference” on page 159.)
Press CTRL while clicking to select more than one type.
NOTE Affordable, Military Housing, Public Housing, and Student Housing properties
incorporate the functionality of Voyager Residential. If you select one of these types, Voyager
automatically selects Residential when you click Save.
AffordableU.S. Low Income Tax Credit (LITHTC), HOME, Rural Development Section 515, or
HUD project-based housing properties. For information about adding Affordable properties,
see “Affordable Housing Property Setup” in the Voyager Affordable Housing Setup Guide.
AssociationCondominium, co-op, and homeowner association (HOA) properties.
CommercialRetail, industrial, and office properties. For information about adding
Commercial properties, see “Commercial Property Setup” in the Voyager Commercial User’s
Guide.
InternationalProperties located outside the United States. If you manage residential
properties outside of the U.S., select both International and Residential and follow the setup
instructions in “Property Level Setup” in the Voyager International Residential User’s Guide.
MilitaryU.S. military housing, including family housing, barrack housing, and
Unaccompanied Personnel Housing (UPH).
Public HousingU.S. subsidized public housing or housing-choice voucher properties.
ResidentialMultifamily properties. If you manage residential properties outside of the U.S.,
select both International and Residential and follow the setup instructions in “Property Level
Setup” in the Voyager International Residential User’s Guide.
SeniorIndependent-living, assisted-living, and dementia-care communities.
Student HousingDormitories and other student housing.
For commercial properties, an MLA tab appears, for adding or modifying market leasing assumptions. For
information about using MLAs, see “Market Leasing Assumptions” in the Voyager Forecasting User’s Guide.
Functions menu
Graphic box
Tabs

129. Yardi Voyager Core Setup Guide 121
4To finish the property setup:
Complete the Property Control screen. See “Completing the Property Control Screen” on
page 121.
Complete the Contacts tab. See “Adding Contacts” on page 138.
Complete the Attributes tab, if needed. See “Property Attributes” on page 139.
Add graphics, if needed. See “Adding Graphics to Property and Unit Records” on page 140.
Reviewing Property Records
To review or edit a property record
1From the Voyager side menu, select Setup > Property > Review Property. The Property filter
appears.
2Complete the filter and click Submit. The Property screen appears.
3Click Edit if you want to change something. For field descriptions, see “Adding a Property Record”
on page 119.
4If you made any changes, click Save.
Completing the Property Control Screen
The Property Control screen defines dozens of defaults and parameters at the property level, overrid-
ing global settings defined on the Accounts and Options screen.
You must complete the Property Control screen before posting transactions for the property.
To complete the Property Control screen
1Open the property record.
2On the Functions menu, click Property Control. The Property Control screen appears.

130. 122 Chapter 10: Property Setup
3Complete the screen. For field descriptions, see the next section in this document: “Property Con-
trol Screen Reference” on page 122.
Property Control Screen Reference
This section provides descriptions or references to descriptions for all possible sections of the Prop-
erty Control screen. Most users do not use every section, and some sections may not appear on your
screen.
Chart
Chart Chart of accounts, for databases configured to use multiple charts of accounts.
CAUTIONDo not change the chart of accounts after adding financial information for the property.
If you created the property with the Copy Property feature and included security deposits or
beginning balances, the property has financial information; do not change the chart.

131. Yardi Voyager Core Setup Guide 123
Accounting Control
Use instructions labeled SETUP only during initial setup.
Except on the advice of a Yardi support technician, do not change dates in the Accounting Control section after you
have started using Voyager. Voyager updates these fields when it closes the month.
When you attempt to post a transaction, Voyager checks whether the transaction date is in the current period. If it is,
Voyager posts the transaction. If the transaction date is not in the current period, the Access to Past Periods and
Access to Future Periods entries on the User Security screen determine whether you can post the transaction. If you
cannot, an error message appears:
“The post date chosen (MM/YYYY) is outside the allowable range (MM/YYYY - MM/YYYY) for property (PROP)” where
MM = the month, YYYY = the year, and PROP = the property code.
A/R Operating month for charges and receipts.
SETUPComplete this field with the currently open accounts-receivable month.
A/P Operating month for payables and checks.
SETUPComplete this field with the currently open accounts-payable month.
Journal Operating month for journal entries.
SETUPComplete this field with the currently open journal-entry month.
Leasing Week Start DateDay the leasing week begins, for use by organizations that use leasing-week periods. Voyager
automatically updates this date by seven days each time the leasing week closes.
SETUPComplete this field with the day of the week your leasing week begins, in the week that you
will first use Voyager. For example, if you will start using Voyager on Wednesday, June 26, but your
leasing week starts on a Monday, enter the date of the following Monday: 07/01/2015.
NOTEOnly users for whom the User Can Bypass Leasing Week Security check box is selected on
the User Security screen can change leases added prior to the date in this field.

132. 124 Chapter 10: Property Setup
Monthly Charges Last
Posted
Month for which monthly charges were last posted. Voyager automatically updates the date by one
month each time you either post monthly charges directly to the ledger or create a monthly charge
batch.
SETUPComplete this field with the month for which monthly charges were last posted. Monthly
posting uses the month and year from this field by default.
CAUTIONVoyager updates this field when you create a monthly charge batch. Do not modify this
field unless:
You created a monthly charge batch but then deleted it without posting. Because Voyager
updates the field when you create the monthly charge batch, you must set this entry back one
month before recreating the monthly charge batch.
A Yardi support specialist advises you to.
Performance Date for lockout of performance tables. For more information, see “Locking Performance Tables” in
the Voyager Performance User’s Guide.
EOM day for Implicit Post
Month
Last day of the month (EOM = end of month) for posting transactions, for use by organizations that
use an implicit post month. Voyager posts transactions with a later post date in the following
month.
SETUPEnter a whole positive number between 1 and 28.
NOTEFor Voyager to use this day, Implicit Post Month must be selected in the Data Entry section
of the Environment tab on the Accounts and Options screen.
Month Fiscal Year EndsLast month of the fiscal year (1 = January, 2 = February, 3 = March, and so on).
SETUPEnter the number for the last month of the fiscal year for the property.
Funding NOTE This field only applies if you are using 6.0 style intercompany functionality in 7S. If you are
using the 7S intercompany functionality, ignore it.
NativeEither (a) a property not configured for intercompany accounting, or (b) an intercompany-
accounting funding property.
IntercoIntercompany-accounting funded property.
For more information about intercompany accounting, see the Intercompany Accounting User’s
Guide.
Receipts to Newest
Charges
Voyager applies payments starting with the newest charges and working backward—the opposite
of the default behavior.
NOTEYou can use this feature to comply with Canadian laws or regulations requiring application
of postdated checks to newest charges first.
Inactive Property closed for posting transactions. but appears on financial reports that include data from
the period during which the property was active.
NOTEWhen you attempt to post a transaction to an inactive property, Voyager displays the
message: “Warning: Bank account not defined or inactive for this property/cash account.”
Inactive Date Date property became inactive.
NOTEThis field is informational only; it does not determine whether Voyager can process
transactions for the property. The status of the Inactive check box determines whether you can
post transactions, regardless of the entry in this field.

133. Yardi Voyager Core Setup Guide 125
Property Defaults
o

134. 126 Chapter 10: Property Setup
Property Type(s) Your license determines the contents of this list, and not all options appear for all installations. You
select the type when you add a property, but can change the selection on the Property Control
screen.
Property Types determine which tabs appear on the Property screen and whether Voyager uses
the Resident or Lease screen for tenants. (Commercial properties use the Lease screen.) It also
determines which rental types apply. For information about rental types, see “Unit Screen
Reference” on page 159.
To select more than one type, press CTRL on your keyboard while clicking.
NOTEIf you select a Voyager system that incorporates functionality of Voyager Residential
(Affordable, Military Housing, Public Housing, or Student Housing) Voyager automatically
selects Residential when you click Save.
AffordableU.S. Low Income Tax Credit (LITHTC), HOME, Rural Development Section 515, or HUD
project-based housing. Before adding an affordable property, see “Affordable Housing Property
Setup” in the Voyager Affordable Housing Setup Guide.
AssociationCondominium, co-op, or homeowner-association (HOA) properties.
Canadian Social HousingRent Geared to Income (RGI), Local Housing Corporations (LHC),
Subsidy Vacancy Tracking (SVT), and Ontario Coordinated Access.
CommercialRetail, industrial, and office properties. Before adding a commercial property, see
“Commercial Property Setup” in the Voyager Commercial User’s Guide.
InternationalProperties located outside the United States. If you manage residential properties,
see “NOTE FOR MANAGERS OF RESIDENTIAL PROPERTIES” at the end of this table row.
Military HousingU.S. military housing including family housing, barrack housing, and
Unaccompanied Personnel Housing (UPH).
Public HousingU.S. subsidized public housing or housing-choice voucher properties.
ResidentialMultifamily properties. If you manage residential properties, see “NOTE FOR
MANAGERS OF RESIDENTIAL PROPERTIES” at the end of this table row.
Senior HousingIndependent-living, assisted-living, and dementia-care communities.
Student HousingDormitories and other student housing.
NOTE FOR MANAGERS OF RESIDENTIAL PROPERTIESVoyager 7S provides different residential
functionality for properties within and outside of the U.S. For information about setting up U.S.
residential properties, see “Residential Setup for System Administrators” in the Voyager Residential
Setup Guide. For information about setting up international residential properties, see “Property
Level Setup” in the Voyager International Residential User’s Guide.
Max Transactions per
Batch
Voyager does not use this field.
Association Type Used by the Condo module.
Select the property's association type: Condo, Coop or HOA. The association type affects the
names of certain fields, labels, and screens.
One Resident per UnitYesOnly one tenant can occupy a unit during a rental period.
No(default) Multiple tenants can occupy a unit during a rental period.
One Applicant per UnitYesVoyager removes a unit from the availability after submission of an application for the unit.
No(default) A unit remains available after submission of an application for the unit.

135. Yardi Voyager Core Setup Guide 127
Minimum days NoticeNumber of days tenant must notify you before moving out.
When the difference between the dates in the Notice Date and Move Out Date fields on the
Notice screen is less than the number in this field, Voyager displays a message stating “# days
notice required. OK to continue?” where # = Minimum days Notice number. You can click OK and
accept the early notice, or click Cancel and change the move-out date before resubmitting.
For information about charging an early-termination fee, see “Early Termination Fee” on page 129.
# Days to Make ReadyPeriod required to prepare a unit for rental after a tenant vacates. Voyager adds this number to the
move-out date to calculate the availability date.
Max Hold Days Period you can hold a unit for a prospective tenant before Voyager automatically returns it to the
list of available units.
NSF Checks then CashNumber of non-sufficient funds (NSF) checks a tenant can pass before you require payment in cash
or cash equivalent. The default value of 0 (zero) permits unlimited NSF checks.
Reaching the NSF Checks then Cash number, causes the following in Voyager:
Quick Receipt Batch If you attempt to save a receipt for the tenant with the Payment Method
set to Check, Voyager displays the message “Payments from this tenant must be cash equivalent.
Detail Receipt BatchWhen you click Save on a receipt with the Payment Method set to Check,
Voyager displays the message “Please click again to confirm your changes. Payments from this
tenant must be cash equivalent.” You can click Save again to process the check, or request payment
in cash or cash equivalent.
NOTEYou can configure Voyager to reset this number when you renew a lease. See “Reset NSF
Count on Renewal” on page 129.
Lease Renewal TypeBasicYou can, from the Resident screen, replace a lease without a proposal or approval. For more
information, see “Basic Renewal Procedures” in the Voyager Residential User’s Guide.
Proposals/ApprovalsRenewals require creation and approval of a lease proposal. For more
information, see “Proposal-and-Approval Renewal Procedures” in the Voyager Residential User’s
Guide.
Normal Lease Term Default period, in months, for leases for Residential and Affordable properties. This number appears
in the Lease Term (months) field on the Rental Options tab of the Prospect Guest Card. For more
information, see “Adding Guest Cards” in the Voyager Residential User’s Guide.
Minimum Lease TermBriefest lease period, in months, permitted for Residential and Affordable properties. If you enter a
lower number in the Lease Term (months) field on the Rental Options tab of the Prospect Guest
Card, Voyager displays the message “Minimum lease term is # months,” where # = the Minimum
Lease Term number, and requires entry of a number equal to or greater than the Minimum Lease
Term before you can proceed.

136. 128 Chapter 10: Property Setup
Rounding Lease TermMethod of calculating the Lease To Date for Residential and Affordable properties.
NoneAdds the Lease Term (months) number to the Lease From Date, permitting a lease to end
in the middle of a month.
EOM(EOM = End Of Month.) Ends the lease on the last day of either the month during which the
lease would end if it were not rounded, or the preceding month, depending on Round to Prev
EOM if Date On/Before setting.
Prev EOMEnds the lease on the last day of the month preceding the month that the lease would
terminate without rounding.
EXAMPLES
Round to Prev EOM if
Date On/Before
If, without rounding, a lease for a Residential or Affordable property would end on or before this day
of the month, Voyager rounds the Lease To Date to the last day of the preceding month. For
examples, see the Rounding Lease Term description in the preceding row.k
NOTEThis field is available only if Rounding Lease Term is set to EOM.
Receipt PM Vendor Vendor code for the organization that issues receipts, if different from organization in the Vendor
field on the Accounts and Options screen.
Lease Ready ProcessFor residential properties.
The lease-ready process is a modified version of the leasing workflow. Select Yes to enable it. For
more information, see the “Lease Ready Process” in the Residential User’s Guide.
Charge Next Month if
Move-In After
Day of the month after which you include rent for the following month in move-in charges. Use this
feature if you post monthly charges before the last day of the month.
For example, if you post monthly charges on the 25th, Voyager doesn’t post a rent charge for a
tenant who moves in on the 26th. If you leave this field set to zero, the tenant will not be charged
rent for that month at all. But if you enter 25 in this field, Voyager includes the following month’s
rent in the tenant’s move-in charges.
Sales Tax Whether sales tax applies to application, move-in, and move-out charges marked as taxable on the
Unit Type screen. If you select Yes, complete the Tax Rate and Tax Charge Code fields.
For a description of all settings required to apply sales tax to application, move-in, and move-out
charges, see the description of the Tax field under “Move In Charges/Move Out
Charges/Application Charges Tabs” on page 154.
NOTEClick Update Leases to apply revised Sales Tax and Tax Rate settings.
Tax Rate Sales-tax percentage for application, move-in, and move-out charges. For more information, see
the description of the Sales Tax field in the preceding row.
Rounding
Lease Term
Round to Prev EOM
if Date On/Before
Lease From
Date
Lease Term
(months) Lease to Date
None Not Applicable 15 August 2013 12 14 August 2014
EOM 14 15 August 2013 12 31 August 2014
15 15 August 2013 12 31 July 2014
Prev EOM Not Applicable 15 August 2013 12 31 July 2014

137. Yardi Voyager Core Setup Guide 129
Tax Charge Code Sales-tax charge code for application, move-in, and move-out charges. For more information, see
the description of the Sales Tax field.
MTM Flat Fee
Default flat premium charge for month-to-month residents. You can override this setting when you
convert a resident to month-to-month.
NOTEYou can use only one type of month-to-month fee. If you complete both this field and MTM
Percent of Rent, Voyager applies the MTM Flat Fee.
MTM Percent of RentDefault percentage-of-rent premium charge for month-to-month residents. You can override this
setting when you convert a resident to month-to-month.
NOTEYou can use only one type of month-to-month fee. If you complete both this field and MTM
Flat Fee, Voyager applies the MTM Flat Fee.
MTM Charge Code Charge code for premium charge for month-to-month residents.
Completing this field adds the Month to Month Premium field to the Lease Renewal screen for
Residential and Affordable properties. If you manually add the premium when converting residents
to month-to-month, complete this field and leave the MTM Flat Fee and MTM Percent of Rent
fields set to zero.
Early Termination FeeFlat amount or percentage of rent charge for ending a lease before expiration. The following field
(Early Term Fee Type) determines whether the number in this field is a flat amount or a percentage
of rent. When this field contains a number greater than zero, the Post Early Termination Fee check
box appears on the Notice screen.
NOTE Early Term Fee applies only to properties for which the only selected Property Type is
Residential.
Early Term Fee TypeFlatThe Early Term Fee number is a flat amount.
% of RentThe Early Term Fee number is a percentage.
For example, if the Early Term Fee number is 200, and the monthly rent is $1000, the early-
termination fee would be $200 if you select Flat and $2,000 if you select% of Rent.
Wouldn’t you charge them 100% of the rent for the rest of the lease period until the unit is filled?
This doesn’t seem to offer that functionality.
Early Term Charge CodeCharge code for the early termination fee.
NSF Bank Fee Amount the bank charges you for processing non-sufficient funds (NSF) checks.
NSF Bank Fee Acct G/L account for NSF Bank Fee.
NSF Tenant Fee Amount you charge for a returned check.
NSF Tenant Charge CodeCharge code for NSF Tenant Fee.
Reset NSF Count on
Renewal
Whether lease renewal sets the NSF check count back to zero.
For information about requiring cash payments from residents who pass a user-defined number of
NSF checks, see the field description for NSF Checks then Cash.
% of Interest on DepositVoyager does not use this field.
Over Budget Book Voyager does not use this field. (Voyager uses accrual books to determine whether a transaction
exceeds the G/L budget.) This field cannot be edited and is set to Accrual.

138. 130 Chapter 10: Property Setup
Target Lease Expirations
No ACH from Check
Scanner
Voyager does not use this field.
[Month Name] Expected number of expired leases for the month, for occupancy planning.
When adding or renewing leases, you can click the Lease Expiration Count link to view the actual
and target number of lease expirations for the period starting three months prior to and ending six
months after the date in the Lease To Date field. This link appears on the Rental Options, Move
In, Assign Unit, Lease Proposal, and Lease Renewal screens.
NOTEThis feature is for information purposes and does not limit or control the number of lease
expirations.

139. Yardi Voyager Core Setup Guide 131
Property Documents
T5018
With the exception of Lease Denial Letter, Voyager no longer uses the fields in this section. See the cross-references
in the following table for information about current ways to create lease documents, renewal letters, and move-in
statements.
Lease Document Voyager does not use this field.
CAUTIONThis field must be clear for the lease-document feature to function. See “Lease
Document Setup” in the Voyager Residential Setup Guide.
Lease Renewal Voyager does not use these fields.
Move In Statement Voyager does not use this field.
Lease Denial LetterText-file template for lease-denial letters. The file must be in the Reports Path folder specified on
the Accounts and Options screen.
Voyager generates a lease-denial letter when you click Denial Letter on the Application Status
tab of the Prospect Guest Card after denying a lease.
For use by Canadian organizations using Voyager Construction Management, to complete T5018 Statement of Contract
Payments and T5018SUM Summary of Contract Payments forms.
Payer Vendor code for T5018 payer.
If the T5018 payer appears in the Vendor field in the Retention Distribution section of the
Default Accounts tab on the Construction Accounts & Options screen, leave this field empty.
Contact Person to contact about the return.
If the T5018 contact is the person for whom the Primary check box is selected on the Contacts
screen for the T5018 Vendor record, leave this field empty. For more information about contacts,
see “Contact Procedures” in the Voyager Workflows and Notifications User’s Guide.
Language Selects the English or French check box on the T5018 Summary of Contract Payments form.

140. 132 Chapter 10: Property Setup
Residential Late Fee
The Residential Late Fee section on the Resident screen overrides this section.
Voyager uses its operating month to calculate late fees, even if your database tracks the property data-entry month
separately.
Run Nightly YesAn automatic nightly procedure posts late fees.
NoYou post late fees manually.
NOTEAutomatic nightly posting requires setup of the late-fee stored procedure by a system
administrator using Task Runner. For additional information, see “Parameters for Other Step Task
Templates” in Task Runner APPTASK ClassNames and URL Parameters.
Float Days Number subtracted from the system date to determine the date for purposes of automatic nightly
late-fee processing (the Late Fee Date). Use this feature to avoid charging late fees due to
processing delays.
NOTETo facilitate automatic processing, for late-fee purposes, days start at noon. For example,
January 4 starts at noon January 4 and ends at 11:59:59 a.m. January 5.
EXAMPLE
DateAugust 5
Time3:00 a.m.
Float Days3
Late-fee days start at noon, so 3:00 a.m. August 5 = August 4.
August 4 – 3 float days = August 1.
So payments due by August 1 are not late as of 3:00 a.m. August 5.

141. Yardi Voyager Core Setup Guide 133
Use Flag NOTEThis setting applies only to commercial tenants.
AccountLate fees apply to charges to G/L accounts for which the Subject to Late Fee check box
is selected on the Account Info screen.
Lease ChargeLate fees apply to charges for which the Subject to Late Fee check box is selected
on the Rent Schedule screen. For information about the Rent Schedule screen, see the
appropriate section of the Voyager Commercial User’s Guide:
“Amendment Screen: Rent Tab (Region = Canada)”
“Amendment Screen: Rent Tab (Region = UK or All)”
“Amendment Screen: Rent Tab (Region = US)”
Late Fee Code Charge code for late fees.
Base Fee Default number for calculating the initial late fee. The drop-down list at right determines how
Voyager uses the number.
% Owed-totalPercentage of total outstanding charges.
% Monthly RentPercentage of rent charges.
Flat AmountAmount of late fee.
% Owed-monthPercentage of outstanding charges for the current rental period.
Grace Period Number of days after a charge is due that a late fee applies. For example, if rent is due on January 1
and the value in this field is 5, then payments made on or after noon on January 6 are late. (The
Float Days description provides more information about the starting time for late-fee days.)
NOTEVoyager includes the due date in the grace period.
2nd Fee Number for calculating a second late fee. Calculation methods work the same as for the Base Fee
field.
2nd Grace Period Number of days after a charge is due before a second late fee applies. For example, if rent is due on
January 1 and the value in this field is 10, then a second late fee applies at noon on January 11. (The
Float Days description provides more information about the starting time for late-fee days.)
Max Total Fee Maximum amount for combined Base Fee and 2nd Fee, for use when either or both are a
percentage. You can use this feature to avoid charging more in late fees than the law permits.
Calculation methods work the same as for the Base Fee field.
For example, if the Base Fee is 3%Monthly Rent, the 2nd Fee is 3%Monthly Rent, and the rent
is $3,000, the late-fee charge is $180 if both fees apply. If the Max Total Fee is $150 Flat Amount,
however, Voyager charges the entire first late fee ($90), but only $60 of the second late fee. On the
Late Fee screen, the Notes field for the second fee includes the following: “Maximum $60.00, less
$90.00 prior billing.”
NOTEVoyager charges per-day late fees separately and does not include them in the Max Total
Fee calculation.
Per Day Fee After the grace period, amount charged each day that rent is due.
Max Number of DaysVoyager does not use this field.
Minimum Due Minimum amount a resident or tenant can owe in late charges before late fees apply.

142. 134 Chapter 10: Property Setup
Move In/Out Defaults
The following settings in this section override settings with the same labels on the Resident Opts tab of the Accounts
and Options screen: Prorate Rent, 30-Day Month, Charge Move-In Day, Charge Move-Out Day.
Prorate Rent YesCharges one day of rent for each day the tenant occupies the unit.
NoTenants pay a full month’s rent regardless of move-in and move-out days.
Determines daily rent by dividing monthly rent by the number of days in the month, unless Prorate
Based on Days in Year or 30 Day Month is set to Yes. See the descriptions of those options for
information about other calculation methods.
EXAMPLE
Rent is $1,095 per month. The tenant occupied the unit for the last six days of January (which has
31 days).
Daily rent$35.22 (1095 ÷ 31)
Prorated rent$211.32 (35.22 × 6)
Prorate Based on Days in
Year
Determines daily rent by dividing annualized rent by the number of days in the year. Applies only
if Prorate Rent is set to Yes.
EXAMPLE
Rent is $1,095 per month. The tenant occupied the unit for the last six days of January.
Annualized rent$13,140 (1095 × 12)
Daily rent$36.00 (13,140 ÷ 365)
Prorated rent$216.00 (36 × 6)
30 Day Month YesDetermines daily rent by dividing monthly rent by 30.
NoDetermines daily rent by dividing monthly rent by the actual number of days in the month.
EXAMPLE
Rent is $1,095 per month. The tenant occupied the unit for the last six days of January.
Daily rent$36.50 (1095 ÷ 30)
Prorated rent$219.00 (36.50 × 6)
This setting applies only if Prorate Rent is set to Yes.

143. Yardi Voyager Core Setup Guide 135
Unit Transfer
Charge Move-In DayYesIncludes the move-in date in the prorated period.
NoDoes not include the move-in date in the prorated period.
EXAMPLES
Charge Move-Out DayYesIncludes the move-out date in the prorated period.
NoDoes not include the move-out date in the prorated period.
EXAMPLES
Rent Charge Code Default charge code for rent.
Charge Move-In DayYesIncludes the move-in date in the prorated period.
NoDoes not include the move-in date in the prorated period.
NOTEIf Prorate Rent in Move In/Out Defaults is set to Yes, this setting overrides that section’s
setting for move-ins due to unit transfers.
For examples, see Charge Move-In Day in the previous section.
Charge Move-Out DayYesIncludes the move-out date in the prorated period.
NoDoes not include the move-out date in the prorated period.
NOTEIf Prorate Rent in Move In/Out Defaults is set to Yes, this setting overrides that section’s
settings for move-outs due to unit transfers.
For examples, see Charge Move-Out Day in the previous section.
Charge
Move-In Day Move-In Day
Prorated
Period
Yes January 4 January 4–31
No January 4 January 5–31
Charge
Move-Out Day Move-Out Day
Prorated
Period
Yes January 25 January 4–31
No January 25 January 5–31

144. 136 Chapter 10: Property Setup
Default Accounts
Maintenance
See “” in the Maintenance Management User’s Guide.
Reset NSF Count Whether to reset the non-sufficient funds (NSF) count when you transfer a tenant from one unit to
another. Yes resets the count to zero.
Update Late Fee InfoSource of late-fee settings for the new resident record created by transfer process.
YesProperty Control screen.
NoPrevious resident record.
Transfer Security Deposit
Balance
Whether users can select the Include Security Deposit Balance in Transfer check box on the
Transfer Unit screen.
If Include Security Deposit Balance in Transfer is selected, Voyager transfers deposit balances for
the previous resident record to the new resident record when you process deposit accounting.
Fields in this section override default accounts set on the Accounts and Options screen. If you use the default accounts,
you do not need to complete this section.
Cash Account (Payables
only)
Overrides the Cash account on the Essential Accts tab for payables.
Payable Account Overrides the Payable account on the Payable Accts tab.
Cash Account (Receipts
only)
Overrides the Cash account on the Essential Accts tab.
Cash Accounts (Security
Deposits receipts only)
Overrides the Cash account on the Essential Accts tab for security-deposit receipts.
GL Allocation TemplateUsed with the Batch Allocation function in Investment Management (Investment Accounting >
Cash Transactions > Add New Batch Allocation).
If the you select the Use Templates option on the Allocation screen, Voyager uses the template set
up here (on Property Control) to post GL data when you post the allocation.

145. Yardi Voyager Core Setup Guide 137
Blue Moon
Inspections
See “Inspection Audio Tab” in the Voyager Inspection User’s Guide.
Blue Moon
is a third-party provider of forms software you can use with Voyager.
Blue Moon Serial #Serial number for Blue Moon Software.
Blue Moon Email Email address to which Blue Moon sends completed forms for your organization.

146. 138 Chapter 10: Property Setup
Cash Management
These fields are used for receipts that are not created by a voyager user—receipts created by a task, or
by a Café user (for example, RENTCafé). When a Voyager user creates a receipt from a Cash Manage-
ment screen these values are not used.
Adding Contacts
To add contacts, click the Edit button on the Contacts tab to open the Contacts screen. For informa-
tion about completing the Contacts screen, see “Contact Procedures” in the Voyager Workflows and
Notifications User’s Guide.
Default Display TypeThe display type used for Payment Manager receipts, WIPS receipts, and one-time receipts from
tenant portals.
Funding Entity The funding entity used for Payment Manager receipts, WIPS receipts, and one-time receipts from
tenant portals
Edit button

147. Yardi Voyager Core Setup Guide 139
Property Attributes
Attributes provide a way to select and classify properties. For example, you could have classify proper-
ties according to type or region.
Attributes are set up at the system level. For more information, see the Core Administration and Setup
Guide.
This section describes how to assign attribute values to a property.
To add attributes:
1Open the property record.
2From the Functions menu, select Set Up Attributes. The Attribute Sets screen appears.
3Type the numeral 1 in the attribute set you want to use. If you want to use two sets, type a 2 in the
next set, and so on.
4Click Save and close the window.
5On the Property screen, click the Attributes tab if it is not in the foreground, and click Edit if the
record is not in an editable state.
6Select a value for each attribute you want to assign.
Attribute Attribute Value
Property Type Residential, Commercial, Affordable, Industrial, Office
Region Northeast, Midwest, Mid-Atlantic, South, West
Your system administrator creates attributes and attribute sets.
If you don’t see attributes on the tab, click Save and then click Edit.

148. 140 Chapter 10: Property Setup
7Click Save.
Adding Graphics to Property and Unit Records
This procedure describes how to add graphics to the Property screen. It also applies to building and
unit records.
The following graphic shows the Property screen for a property with six graphics.
This procedure describes how to add graphics that appear in a box 200 × 200 pixels in size. If you want
to add a large graphic, like a blueprint, add the file as an attachment. For information about adding
attachments, see Chapter 7, “Attachments.”
To add a graphic to a Property, Building, or Unit record
1Using graphics software, make the graphic match the size at which Voyager displays it: 200 × 200
pixels.
Voyager maintains historical attribute data if the Common Pages: Show Historical Attributes support package
(opt_ss_UseHistoricalAttributes.pkg) is loaded, displaying the data on the Attributes tab and including it in
financial analytics reports. For information about loading packages, see “Updating Databases by Loading Optional
Parameters and Packages” in the Voyager Core Administration and Setup Guide.
This optional step reduces display time and ensures optimal appearance. If the graphic is larger or smaller, Voyager
reduces or expands it to fill the box. Square images adjust proportionally; rectangular images do not.
Displays the next graphic
Displays the preceding graphic

149. Yardi Voyager Core Setup Guide 141
2Save the graphic as a a GIF, JPEG, or PNG file, using the following naming convention:
3Save, move, or copy the files to the Pictures folder in the reports path specified on the Accounts
and Options screen.
Setting Up a Default Property
If you typically work with one property in the database, you can make that your default property, and it
will appear in the Property field on many Voyager screens, for example, on dashboards and filters. The
default property is tied to the user.
To set up a default property
1From the Voyager side menu, select Administration > Set Default Property. The Default Prop-
erty screen appears.
Screen Name Examples
PropertyFirst or Only GraphicProperty code.
Additional GraphicsSame as above, followed by an underscore and a sequential
number.
IMPORTANTReport Scheduler adds a graphic to the table-of-contents page for
property report packets only if the part of the file name preceding the decimal
matches the property code exactly. It will not use a graphic with a sequential
number. If the property code is prop1, it would use a graphic named prop1.png, but
not a graphic named prop1_1.png.
prop1.png
prop1_1.png
prop1_2.png
BuildingFirst or Only GraphicProperty code followed by a hyphen, followed by the
building code.
Additional GraphicsProperty code, followed by a hyphen, followed by the
building code, followed by an underscore, followed by a sequential number.
prop1-bldg1.gif
prop1-bldg1_1.gif
prop1_bldg1_2.gif
Unit The Unit screen displays graphics by unit type. Each unit of a particular unit type
displays the same graphics. Unit graphics appear on the Description tab on the
Unit screen.
First or Only GraphicUnit-type code.
Additional GraphicsUnit-type code followed by an underscore and a sequential
number.
utype1.jpg
utype1_1.jpg
utype1_2.jpg
An entry in the Property field on the Security tab of the Employee/User Setup screen overrides this feature. For
information about using property security, see “Adding, Reviewing, and Editing Users and Employees in Security
Groups” in the Voyager Core Administration and Setup Guide.

150. 142 Chapter 10: Property Setup
2In the Property field, enter the default property for the user.
3Click Submit. The change takes effect after you sign out and log in again.
Property Lists
You can use property lists to perform procedures using or affecting multiple property records. For
example, you can print reports using data from all properties in a list, or distribute an expense across
all properties in a list. On many screens, you can select a property list instead of a single property in the
Property field.
A single property can appear in multiple lists. For example, a property could appear in lists of retail
properties, commercial properties, and properties in California.
You can specify percentage values for each property in a list, for appropriate distribution of payables
and journal entries. You can also create dynamic property lists based on property attributes.
Working with Property Lists
When you add a property list, you create a new record and either manually add properties to the list or
specify attributes that determine which properties are included. You can also base a new list on an
existing list by saving an existing list with a new name.
Populating a Property List by Attribute
You can create property lists that dynamically include properties with matching attributes. The proce-
dure, “To populate a property list by attributes” outlines the steps for doing so. This section provides
examples.
This section includes the following procedures:
To add a property list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
To base a new property list on an existing list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
To populate a property list by attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
To review or edit a property list. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Your system administrator can create up to 99 custom attributes per property. For information about applying attributes
to properties, see “Property Attributes” on page 139.
Goal Attribute Operator Value
Include all properties for which the Region is South Region Equal South
Include all properties for which the Region is not South Region Not Equal South
Include all residential properties (properties for which the Category
includes the letters res)
Category Like %res%

151. Yardi Voyager Core Setup Guide 143
To add a property list
1From the Voyager side menu, select Setup > Property > Add Property List. The Property/Entity
List screen appears.
2Complete the screen:
Property List Identifier.
TIPYou can make property lists appear together in Property lookup lists by starting their
names with the same character. If you use a period (.), property lists appear at the top; if you use
the letter z, they appear at the bottom.
Exclude Model
Properties
When reviewing property lists, hides model commercial properties used by Voyager Advanced
Budgeting. For more information, see “Creating a New Budget for a Single Property” in the
Voyager Advanced Budgeting User’s Guide.
NOTEThis check box has no effect when adding a new property list.
Property Property or property list included in this list.
Percent
Property’s proportion of the total for payable transactions, journal entries, and the Property
Comparison analytics report.
NOTEEach number in this column is a proportion of the total of all numbers in this column. If
the numbers add up to 100, then the entries are percentages—an entry of 25 means 25%. If the
numbers add up to something other than 100, the entries are proportions rather than strict
percentages. For example, if the total is 50, an entry of 25 means 25/50 or 50%.
TIPTo divide the proportion evenly between all properties in the list, enter the same number
in each% field.
CAUTIONDo not use embedded property lists to distribute payables or journal entries. You
can embed property lists within property lists, but when a property list entry is another
property list, Voyager applies the specified proportion to each property in the list.

152. 144 Chapter 10: Property Setup
3Click Save.
To base a new property list on an existing list
1From the Voyager side menu, select Setup > Property > Review Property List. The Property List
filter appears.
2Complete the filter and click Submit. The Property List appears.
3In the Property List field, type a new identifier.
4Click Save As.
5Revise the property list. For more information, see “To add a property list” on page 143.
To populate a property list by attributes
1On the Property List screen, click the Attributes tab.
2Complete the tab. For examples, see “Populating a Property List by Attribute” on page 142.
Before you can use attributes to select properties for a property list, you must associate the attributes with
properties. For more information, see “Property Attributes” on page 139.
And/Or ANDIf all AND criteria apply, Voyage includes the property in the list.
ORIf any OR criteria apply, Voyage includes the property in the list.
Attribute System administrator-defined attribute.

153. Yardi Voyager Core Setup Guide 145
3Click Save.
To review or edit a property list
1From the Voyager side menu, select Setup > Property > Review Property List. The Property List
filter appears.
2Complete the filter and click Submit. The Property List appears.
3Review or edit. For field descriptions, see “To add a property list” on page 143.
4If you made any changes, click Save.
Operator What makes the argument true.
EqualProperty attribute matches contents of Value field.
Not EqualProperty attribute does not match contents of Value field.
LikeContent of Value field is all or part of the property attribute.
Value The string that must be matched, not matched, or included in the attribute. If you want to use
wild cards, use Like as the operator and use a percent sign as to indicate one or more characters
before or after the non-wild card characters. For example, if the Value field contains %x%, the
list would include any property with the letter x in the specified attribute. If the value field
contains x%, the list includes only properties with the letter x as the first letter of the attribute;
if the value contains %x, the list contains only properties with the letter x as the last letter of the
attribute.

154. 146 Chapter 10: Property Setup
Buildings and Floors
You can divide a property by buildings and floors, and assign units to those buildings and floors.
The following graphic shows a single property with two buildings. Each building has two floors, and
each floor has two units.
The following table shows benefits of including buildings and floors in a Voyager database. Some ben-
efits apply only to buildings.
In this section:
Adding Building Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .147
Adding Floor Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .148
Benefit Building Floor
Tie unit records to physical locations. • •
Filter unit searches and the display of available units. •
Filter reporting. • •
Filter recoveries. •
Property
Building A
Building B
Floor A1
Unit A-101
Unit A-102
Floor A2
Unit A-201
Unit A-202
Floor B1
Unit B-101
Unit B-102
Floor B2
Unit B-201
Unit B-202

155. Yardi Voyager Core Setup Guide 147
Adding Building Records
Setup > Building > Add Building
Property Code for the property where the building is located.
NOTEVoyager completes the address fields with information from the property record when you
tab or click out of the Property field.
Building Code for the building. It must be unique within the property, but you can use the same code for
multiple properties. For example, there can be only one Bldg1 at Prop1, but there can also be a
Bldg1 at Prop2.
TIPIf you use a unique code for each building, you can search for units by building without
entering the property code.
Name Building name.
Address/City/State-
Zip/Country
Address information from the property record. You can add more specific information like a unit
number.
[Photo] See “Adding Graphics to Property and Unit Records” on page 140.
General Tab
User-defined fields for storing information about the building. Voyager does not use these fields.

156. 148 Chapter 10: Property Setup
Adding Floor Records
Setup > Floor > Add Floor
Units/Spaces Tab
Units or spaces associated with the building, with data from the unit record. You associate units
with buildings by completing the Building field on the Unit screen. For more information, see
Chapter 11, “Unit Setup.”
NOTEIf the only option selected in the Property Type(s) list box on the Property Control screen
for the property is Commercial, this tab is labeled Spaces.
This tab appears after you click Save.
Contacts Tab Contacts associated with the building. For information about adding contacts, see “Contact
Procedures” in the Voyager Workflows and Notifications User’s Guide.
This tab appears after you click Save.
Property Code for the property where the floor is located.
Building Code for the building where the floor is located.
TIPA floor does not require a building. If a property has one building with multiple floors, for
example, a building record doesn’t have any benefit. But if the property may eventually have more
than one building, add a building record for the existing building during setup.

157. Yardi Voyager Core Setup Guide 149
Floor Code for the floor. It must be unique within a building (or, if there is no building record, within a
property), but you can use the same code for different buildings. For example, Property 1 can have
a floor 3 in bldg1 and another floor 3 in bldg2.
TIPThe results list for floor searches shows the property code and the floor code. If you incorporate
building codes in floor codes, you can easily distinguish floors. In the following graphic, first-floor
and second-floor records include building codes and are therefore unique, but the third-floor
records look identical.
Elevator Whether the floor has elevator service.
General Tab
User-defined fields for storing information about the floor. Voyager does not use these fields.
Units Tab
Units or spaces associated with the floor, with data from the unit record. You associate units with
floors by completing the Floor field on the Unit screen. For more information, see Chapter 11, “Unit
Setup.”
NOTEIf the only option selected in the Property Type(s) list box on the Property Control screen
for the property is Commercial, this tab is labeled Spaces.
This tab appears after you click Save.

158. 150 Chapter 10: Property Setup

159. 151
CHAPTER11
Unit Setup
This chapter describes how to work with residential and commercial units. For information about
working with condo, co-op, or HOA units, see the Voyager Condo, Co-op, and HOA User’s Guide.
Unit Setup Overview
In Voyager, you set up a unit record for each space you rent. For example, a unit could be an apartment,
a suite in an office building, or a space in a retail mall.
Unit records contain a description of the unit, the address, the status (occupied or vacant), the rent,
and other information. The following graphic shows a typical unit record.
In this chapter:
Unit Setup Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Unit Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Unit code
Address
Occupancy tab
Rent

160. 152 Chapter 11: Unit Setup
Unit Types
In Voyager, unit types are templates for individual unit records. Using unit types can greatly simplify the
process of adding units.
When you set up units, information is copied from the unit type record to the individual unit records:
the type of unit, the rent, the deposit, and so on.
Unit types are mainly used in Residential. For Commercial, the unit type record only holds market leas-
ing assumptions (MLAs). Use unit type with Commercial only if you intend to use MLAs.
Unit Type Record
-- 2 bedrooms
-- 1 bath
-- Rent = 1200
Unit 1 -- 2 bedrooms -- 1 bath -- Rent = 1200 Unit 2 -- 2 bedrooms -- 1 bath -- Rent = 1200 Unit 3 -- 2 bedrooms -- 1 bath -- Rent = 1200

161. Yardi Voyager Core Setup Guide 153
Unit Types
Adding Unit Types
Setup > Unit > Add Unit Type
In this section:
Adding Unit Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Adding Quick Unit Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Reviewing and Editing Unit Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Tabs appear after you save the screen. To enter information in the tabs, click Edit.
Code Unique identifier.
Property Complete this field to link the unit type to a specific property.
It is strongly recommended that you link each unit type to a property. Some Voyager functionality
depends on this link.
If the unit type is linked to a property, it can only be used with units at that property.
If it is not linked to a property, it can be used with units at any property.

162. 154 Chapter 11: Unit Setup
Move In Charges/Move Out Charges/Application Charges Tabs
The tabs appear after you save the initial screen. To enter information in the tabs, click Edit.
The tabs have almost identical fields.
Beds
Baths
Sq Ft
Number of bedrooms, bathrooms, and total area.
This information is copied to units based on this unit type.
Rent The rent amount entered here is copied to the Unit Rent field on the unit record.
Deposit The deposit amount is copied to the Deposit field on the General tab of the Unit screen.
The deposit is part of the move-in charges.
Minimum Rent
Maximum Rent
If the Rent field (at the unit type level) is left blank, then these fields define the range for the amount
in the Unit Rent field at the unit level.
DescriptionDescription of the charge. This appears on the Move In screen, the Move Out screen, or the Application
Charges screen as applicable.
The description also appears on tenant lease-charge records.
Charge Charge code.
NOTEFor move-in charges, If this field contains a charge code and the Rec check box is selected, at move-
in Voyager creates a recurring lease charge with an open-ended To Date. You can edit the charge at the
resident level.
Charge
Description
Description of the charge code (completed automatically when you select a charge code).
Amount If the amount of a charge varies, leave this field empty. You can enter the amount during move-in processing.
CAUTIONDo not create a charge with the following combination of attributes:
Amount field is blank
Req check box is selected
Mod check box is not selected
A blank required field must be modifiable to be usable.

163. Yardi Voyager Core Setup Guide 155
Editing Unit Type Information at the Unit Level
When you add units, information is copied from the unit type record to the unit record: rent, bed-
rooms, area, and so on. You can edit the information at the unit level.
The information about charges (move-in, move-out, and application charges) does not appear on the
unit record. The charges appear on other screens (the Move-in screen, for example) and can be
changed if they have been set up as modifiable (if the Mod check box is selected).
Adding Quick Unit Types
Use the Quick Unit Types screen to create new unit types based on existing unit types, associating the
new unit types with a property.
This section describes how to add quick unit types for residential and commercial properties. For infor-
mation about adding units for condo, co-op, or HOA units, see the Voyager Condo, Co-op, and HOA
User’s Guide.
Tax Voyager charges sales tax for application, move-in, and move-out charges.
Use of this feature requires the following Property Control settings:
Sales TaxYes
Tax Rate>0 (greater than zero)
Tax Charge CodeContains a charge code
For information about the sales-tax fields on the Property Control screen, see “Property Defaults” on
page 125.
Rec This option only applies to move-in charges.
Monthly recurring charge.
Voyager processes a single Rec charge at move-in, prorated if the Prorate option is selected on the Accounts
and Options screen.
Req Required charge, which cannot be manually deactivated.
Mod Charge amount can be modified on other screens.
Months to
Start
This option only applies to move-in charges.
Number of months before the lease charge begins.
Duration This option only applies to move-in charges.
Number of months the lease charge applies.
Instances This option only applies to move-out charges.
Number of times the charge can appear. Voyager adds empty rows for these charges on the Move Out screen.
The default (zero) creates one instance.

164. 156 Chapter 11: Unit Setup
To add quick unit types
1From the Voyager side menu, select Setup > Unit > Quick Unit Types. The Quick Unit Types filter
appears.
2Complete the Property field and one of the following two fields:
3Click Submit. The Quick Unit Types screen appears.
If you completed the Unit Type Template field, the screen displays one unit type.
If you completed the Property Template field, the screen displays all unit types associated with the
specified property (as shown in the screenshot above).
4Complete the screen.
5Click Post. Voyager creates the unit type records.
Reviewing and Editing Unit Types
You can modify a unit-type record after creating it. For unit types created using the Quick Unit Type
feature, this is the only way to complete those fields that don’t appear on the Quick Unit Types screen.
Unit Type TemplateSelect an existing unit type as the basis for the new unit type.
Property Template Select a property that has one ore more unit types you want to use as the basis for the new unit
types.
Code Enter a code for the new unit types. Must be unique to the Voyager database and no more
than eight characters long.
Inherit Unit Type
Charges
Include charges from the Move In Charges, Move Out Charges, and Application
Charges tabs. For more information, see “Adding Unit Types” on page 153.

165. Yardi Voyager Core Setup Guide 157
To review or edit a unit type
1From the Voyager side menu, select Setup > Unit > Review Unit Types. The Unit Type filter
appears.
2Complete the filter and click Submit. The Unit Type screen appears. For field descriptions, see
“Adding Unit Types” on page 153.
3If you made any changes, click Save.
Units
Adding Units
Each unit—including model units, administrative units, vacant units, and units under construction—
requires its own unit record in Voyager.
A unit record includes both physical information (like address, square footage, and number of bed-
rooms) and rent. You can enter this information directly on the Unit screen, or apply it by associating
the unit with a unit type. For information about unit types, see “Adding Unit Types” on page 153. You
can also add attributes, descriptions, images, and contact information on the Unit screen.
This section describes how to add units for residential and commercial properties. For information
about adding units for condo, co-op, or HOA units, see the Voyager Condo, Co-op, and HOA User’s Guide.
To add a unit
1From the Voyager side menu, select Setup > Unit > Add Unit. The Unit filter appears.
2Complete the filter.
The property determines the options available in the Rental Type field. For more information, see
“Rental Type” on page 160.
In this section:
Adding Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Reviewing and Editing Unit Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Adding Quick Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Setting Up Non-Revenue Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

166. 158 Chapter 11: Unit Setup
3Click Submit. The Unit screen appears, with information from the property record in the address
fields.
4Complete the top part of the screen. For field descriptions, see “Unit Screen Reference” on
page 159.
5Click Save. Voyager updates the record with information from the Unit Type record (if applicable)
and adds tabs appropriate for the unit type.
6If you want to complete fields and tabs that appeared after you clicked Save, click Edit. For field
descriptions, see “Unit Screen Reference” on page 159.
7Click Save.
Tabs differ for commercial units

167. Yardi Voyager Core Setup Guide 159
Unit Screen Reference
•Top Section
This section describes fields and tabs appearing on the Unit screen for residential and commercial units. For
information about condo, co-op, or HOA units, seethe Voyager Condo, Co-op, and HOA User’s Guide.
Unit Unit designation.
Unit designations must be unique to the property. You cannot, for example, have a unit 101 in two
buildings on the same property.
Address, City, State-Zip
Voyager completes these fields with address information from the property record, but you can
edit them. At move-in, Voyager transfers this information to the resident record.
Unit Type When you add a residential unit, Voyager completes the following fields with information from the
Unit Type record: Unit Rent, Sqft, Bedrooms, and Deposit (on the General tab).
When you add a commercial unit, only the rent amount passes from the unit-type record to the
unit record, If you use the MLA feature, the unit types associates the unit with an MLA profile and
a lease type. For more information, see the Voyager Commercial User’s Guide.
Unit Rent (residential) or
Market Rent (commercial)
Rent amount. For Residential units, this figure typically comes from the Unit Type screen.
NOTEIf you want to change the rent amount, do so after the unit record has been created.
Voyager overrides anything typed in this field the first time you save the record.
Sqft Area in feet.
When you create the Unit record, Voyager completes this field with data from the Unit Type
record. You can edit the amount, which is informational (it is not used for calculations).
This field appears only for residential-type units.
Bedrooms Number of bedrooms.
When you create the Unit record, Voyager completes this field with data from the Unit Type
record. You can edit the entry.
This field appears only for residential-type units.

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• Occupancy/Occupancy Information Tab
Rental Type Rental types available at the selected property. Some property types include multiple rental types:
Property Type Available Rental Types
Affordable, Military, Public Housing,
Residential, Student Housing
Residential, Model, Down, Affordable,
Stabilized, or Admin
NOTEFor information about setting up non-
revenue (Model, Down, Admin) units, see
“Setting Up Non-Revenue Units” on page 166.
Association Condo, Strata, PUD
Canadian Social Housing, International, Senior
Housing
N/A
Commercial Commercial, Office, Retail, or Industrial
Location Location of a commercial unit within a building or complex. For information about adding location
information, see the Commercial User’s Guide.
The name and appearance of this tab depends on whether the unit is residential or commercial. The commercial
Occupancy Information tab contains a subset of the fields and check boxes that appear on the residential Occupancy
tab.
Vacant Unit Occupied Unit
Unit Status
Vacant Rented Ready
Vacant Rented Not Ready
Vacant Unrented Ready
Vacant Unrented Not Ready
Occupied No Notice
Notice Rented
Notice Unrented
Model
Down
Admin
Name Resident name

169. Yardi Voyager Core Setup Guide 161
Status VACANT Current
Future
Notice
Eviction
Rent N/A Rent amount.
Lease From N/A Date lease starts.
Lease To N/A Date lease ends.
Move In N/A Date of move-in.
Move Out N/A Date of move-out.
Date Available and
Date Ready
Voyager completes both fields when you
complete the Notice screen, by adding the
number in the # Days to Make Ready field on
the Property Control screen to the date in the
Move Out Date field on the Notice screen. This
is the date the unit should become ready.
EXAMPLEIf the # Days to Make Ready is five
(5) and the Move Out Date is 11/28/2013,
Voyager enters 12/03/2013 in both fields.
Voyager updates both fields with the current
date when you click the Make Unit Ready
button on the Pending Make Ready tab on the
Residential Community Manager Dashboard.
This is the date the unit actually became ready.
At move-in, Voyager clears the date in the Date
Available field. The date in the Date Ready
field remains until the resident’s status changes
to Notice. Then the description at left applies.
Exclude Excludes unit from Rent Roll reports and
dashboard unit-count information.
N/A
Rent Ready Available to rent.
Pressing the Make Unit Ready button on the
Pending Make Ready tab on the Community
Manager dashboard selects this check box,
which remains selected while the unit is
occupied.
Rented and not on notice.
Voyager clears this check box after you click
Submit on the Notice screen.
Vacant Unit Occupied Unit

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• General/Attributes Tab
Most clients customize these tabs by changing field labels.
For information about customizing fields, see the Voyager Core Administration and Setup Guide. To cus-
tomize Attributes labels, modify the UNIT FIELDS category. To customize Deposit Information labels,
modify the DEPOSIT LABEL category.
• Area Tab (Commercial Only)
Voyager can use area data for commercial rent and recovery calculations. You complete the Area
Remeasure screen to add data to this tab. To reach the Area Remeasure screen from the Unit screen,
select Functions > Area Remeasure. For information about using the Area Remeasure screen, see
the Voyager Commercial User’s Guide.
The name and appearance of this tab depends on whether the unit is residential or commercial. The commercial
Attributes tab contains the fields that appear in the Attributes section of the residential General tab. Deposit
Information appears only on the residential General tab.

171. Yardi Voyager Core Setup Guide 163
•Description Tab
The photo field displays photos associated with the unit type: all units using the same unit type display
the same photos. For information about adding photos, see “Adding Graphics to Property and Unit
Records” on page 140.
• Contacts Tab
For information about working with contacts, see the Voyager Workflows and Notifications User’s Guide.
• Forecasting Tab (Commercial Only)
Market leasing assumptions (MLA) estimate future income and expenses. For information about add-
ing MLA information to a unit, see the Voyager Advanced Budgeting and Forecasting User’s Guide.

172. 164 Chapter 11: Unit Setup
Unit Screen Functions Menu Items
The Unit screen has a Functions menu in the title bar. Your system administrator can configure this
menu.
The following table describes the menu items that are particularly relevant to unit records. Some
options appear only for a particular property type. For example, Area History appears only for com-
mercial units.
Reviewing and Editing Unit Records
This section describes how to review and edit unit records.
To review or edit a unit record
1From the Voyager side menu, select Setup > Unit > Review Unit. The Unit filter appears.
2Complete the filter and click Submit. The Unit screen appears.
3If you want to change something, click Edit. For field descriptions, see “Unit Screen Reference” on
page 159.
4If you made changes, click Save.
Adding Quick Units
You can use Quick Units to quickly create multiple residential unit records containing a unit code, the
number of bedrooms, and information from a unit-type record.
To add quick units
1From the Voyager side menu, select Setup > Unit > Quick Units. The Quick Units filter appears.
New WO Add a work order.
For more information about work orders, see the Voyager Maintenance Management User’s Guide.
Unit History View the Unit Occupancy History and Unit Statistical History tables.
Area History Display area history for a commercial unit.
For more information, see the Commercial User’s Guide.
Unit Amenity Add amenities to or review amenities associated with the residential unit.
For more information, see the Residential User’s Guide.

173. Yardi Voyager Core Setup Guide 165
2Complete the filter.
The Count field determines the number of rows that appear when you click Submit. Each row
represents one unit. If you leave it empty, the screen displays 25 rows.
3Click Submit.
The Quick Units screen appears.

4Complete the screen: for each row, select a unit type and enter a new unit code.
5The Bedrooms field is completed automatically when you click Post (the number of bedrooms
comes from the unit type record).
If you want a different number of bedrooms, you can complete the field before you post. This
overrides the number of bedrooms in the unit type record.
6Click Post. Voyager creates the unit records.

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Setting Up Non-Revenue Units
Gross Potential Rent (GPR) reports and procedures separate non-revenue units from standard units. To
set up a non-revenue unit, set the Rental Type on the Unit screen to one of the following: Model,
Down, or Admin.
To set up a non-revenue unit
1From the Voyager side menu, select Setup > Unit > Review Unit. The Unit filter appears.
2Complete the filter and click Submit. The Unit screen appears.
3On the screen for the unit record you want to modify, click Edit.
4Complete the following fields:
5Click Save.
Rental Type ModelUnit used for showings or other display purposes. Models can be temporarily or
permanently off the market.
DownUnit temporarily off the market due to remodeling or repair.
AdminUnit used for management offices, storage, or other administrative purpose. These
units are permanently off the market.
All three types appear in the non-revenue unit section of GPR reports.
Unit Rent Market rent for the unit.
Sqft Square footage.
Exclude Voyager does not include the unit on financial reports.
To switch a non-revenue unit to a revenue unit, repeat this procedure, choosing a revenue Rental Type.