Finance

The Finance section opens on its Overview, then lists the money screens of every line of business: the General ledger, Property sales, Lease rentals, Holiday home and Maintenance charges. The Finance menu opens to Super Administrators and Managers by default, and to any role with the permission to see it; a rent payment still opens from its lease, and a charge from its job, for those who work on them. Majali never holds, receives or forwards money: every charge and refund happens on your company’s own accounts, and Majali records the result.

Overview

The Overview shows one month at a time, this month unless you choose another of the last twelve, in one of your currencies (your first, unless you choose another). Choose them under Filter by at the top of the page; Remove filters brings back this month. Amounts in different currencies are never added together.

• A card per line: Lease rentals, Holiday home, Property sales and Maintenance charges. Each shows the month’s total, its change on the month before beside the line’s name, and its figures: rent received, bounced, fees earned and the collection rate; stays paid, deposits, refunds and the occupancy; sales won, the sales volume and the average rate; charges to owners, to renters and cancelled. Each card opens its screen.
• Money in and out over twelve months: what came in above the line, refunds and bounced cheques below it.
• Income by source: sales commission, leasing commission, fees on rent and commission on stays, each with its share of the month.
• Revenue forecast, monthly, quarterly or yearly: the company’s income earned in each period, and from the current one on, what is earned plus what is still to come. What is to come is the fee on each rent instalment still due, the commission on each stay confirmed and not paid yet, and each open deal’s commission at its probability, in the month of its expected close. Further periods show only what is already booked or in the pipeline.
• Collected by line: the month’s rent, stays and deposits, with each one’s share.
• Overdue rent by age (1 to 30 days, 31 to 60, 61 to 90, over 90) and the rent expected in the next 30, 60 and 90 days.
• Needs attention: instalments overdue, cheques bounced without a replacement, guest payments waiting for verification, refunds in progress, renter charges unpaid, and sales won without a commission. Each line opens its list.
• Top closers: the three team members with the most commission on deals won in the month, with their deals and their value.

Each part shows only to those who may see every record it reads: rent with every lease, stays with the guest payments, charges with every job, sales with every deal. The figures come from the same records as the General ledger and the owner statements, so the screens never disagree.

General ledger

The General ledger (called Movements before) is the second entry under Finance. It lists every receipt, charge and refund of a period, newest first, 50 to a page. Each row shows its day, kind, property, counterparty, reference, status and amount.

• Above the list, the totals: a figure for each kind with its share, then money in, money out, net and the number of entries. They are in one currency at a time and follow the search and the filters.
• The list’s header holds the search (property, counterparty, reference or method), the period (From and To), Filters (kind, status, counterparty and currency) and ⋮ with Export Excel and Export CSV.
• A row opens its details: the entry, its lease, booking or job, and its property, with buttons that open their pages.
• The file has a sheet for the whole ledger, one for each line (Lease, Sales, Holiday home, Maintenance) and the totals by kind. The Sales sheet lists the sales won in the period, for those who may see every deal.

Each part of the list needs its own feature and its “see everything” permission: someone who sees only their own leases does not see rent here.

Property sales

Every deal won in your sales boards, newest first: the day it was won, the deal, the property, the buyer, the owner, who handled it, the price, the commission rate and the commission (the amount entered on the deal, or else the price times the rate). Above the list: the sales won this month, the month’s sales volume and commission, the average rate, and the sales won without a commission. The list is read-only; a row opens its details, and from there its deal.

Lease rentals

Every instalment of every lease, overdue and this week’s first, each row naming the renter over the lease’s reference. Above the list: the amount overdue, the instalments due in seven days, cheques bounced without a replacement and the month’s collection rate. Search by the lease’s or the property’s reference, the renter’s email or phone, the renter’s company or the bank. A row opens its details, and from there the instalment, the lease or the property. From here you mark an instalment received, a cheque bounced, an instalment cancelled, or add a replacement cheque. The rules are in Property management.

What a receipt keeps when it is recorded:

• the day it was recorded, in your company’s time zone;
• the landlord of the lease at that moment;
• the fee amount at that moment.

An instalment is overdue when it is due and its date has passed. Received, bounced and cancelled rows are history and cannot be edited.

Holiday home

Every guest payment, deposit and refund is a row here, with its booking, the guest, the property, what it pays, the method, the amount and the status. The provider’s own identifiers are kept under Provider details on the row’s page. Above the list: deposits held, payments processing, those waiting for verification and refunds in progress. A row opens its details, and from there the payment, the booking or the property. Processing, failed and paid are distinct statuses. A row keeps the connector it ran through even after that connector is changed.

From a booking:

• a card payment is marked paid only on a settlement verified with the provider: the account, the booking, the attempt, the amount and the currency all match;
• a bank payment is marked paid by staff with the bank’s reference, after a fresh code;
• a refund is three steps: the deposit’s release is approved, the refund is started, and the repayment is confirmed. A bank refund needs the actual repayment reference. An older refund without proof of repayment is held for reconciliation, with its amount untouched.

Recording payments and refunds needs the permission to record payments, held by Managers and Super Administrators by default. Every row is in the audit log and in your company’s export.

Maintenance charges

Above the list: what was charged to owners this month, what renters have not paid yet, what renters paid this month, and what was cancelled. A row opens its details, and from there the charge, the job or the property. Every charge recorded on a job: its description, amount and currency, payer, the contractor’s invoice reference, the day it was booked, the owner it was booked to, and whether it has been cancelled or settled.

• Charges to an owner are deducted in their statement.
• Charges to a renter show on the lease and can be marked paid.
• A charge is never edited. A mistake is cancelled (a reversal on its own day) and recorded again.

Payment connectors

Settings, then Finance, then Payment connectors holds the methods your guests may pay with, one card per method. Saving or changing keys asks for a fresh code. Keys are stored encrypted and never shown again. A company has one active connector of each kind.

Each booking is assigned its payment method from the ready connectors; a company default can prefill it. Only the guest’s stay page talks to the provider; the back office never does.

How money is dated

Owner statements and reports read what each row kept when it was recorded, never the property’s current owner or rates. That day is your company’s own day, in its time zone.

Amounts are totalled per currency and never added across currencies.

What never changes

• A booked row: a paid stay, a rent receipt, a bounce, a charge or its cancellation. Each keeps the day, the owner and the rates it was recorded with.
• Past statements: selling, withdrawing or changing the rates of a property leaves earlier months as they were.
• Amounts and provider identifiers on a payment, deposit or refund, even when held for reconciliation.
• Deposits on leases are the renter’s money and never appear in an owner’s statement.

If a figure is wrong, record the cancellation and the correct row: the correction is dated on the day you make it, and the history stays complete.